Facilities Manager

Our client, a hedge fund based in Stamford, CT is seeking a Facilities Manager to join the team. This individual will manage the day to day facilities and office operations, manage global security and the space planning platform. This position reports into the Head of Facilities.

Job Details:

Client: Hedge Fund

Position: Facilities Manager

Salary: $135k-$150k base DOE + Bonus Eligibility

Hours: 8:30 to 5:30pm

Location: Stamford, CT – 5 days in the office

Degree: Highly preferred

Responsibilities:

Space Planning/Real Estate

• Work with department managers to understand space needs, in order to plan for re-stacks, office conversions or relocations to ensure adequate space allocation and configurations to meet the business needs.
• Project manage Facilities initiatives, including outlining timeline, budget, space and risk analysis, technical review of drawings, close-out documentation and employee communications.
• Coordinate office improvements and space programming by outlining scope for architects and associated vendors.
• Manage OfficeSpace platform to ensure optimal data feeds, configurations and reporting.
• Manage serviced offices by working directly with property

Facilities Management

• Oversee contract matrons and Reception to ensure excellence in day-to-day office operations.
• Manage daily office operations by ensuring space health and safety, cleanliness and organization. Coordinate with building engineers, security and cleaning staff on repairs/maintenance related issues.
• Manage global security system/platform by performing monthly audits and ensuring standardized access levels and credentials, while aligning universal process with all regional offices.
• Trouble shoot and track day-to-day requests and issues (including HVAC hot/cold issues, lighting, plumbing, kitchen, and general upkeep of our offices) and knowing when to escalate as needed.
• Act as liaison with building engineers and property managers to ensure proper maintenance, testing and repairs of generators, HVAC and ATS for optimal performance.
• Coordinate and document business continuity/disaster recovery protocols.
• Coordinate, document and communicate onboarding process along with associated seat moves with IT and other departments/employees.
• Manage vendor relationships by ensuring performance based on MSA’s/SLA’s; tracking contract terms and initiating renewals or new agreements and providing feedback to vendors.
• Track all purchasing for food and office supplies and monitoring standardized order process and budget discipline and methodology.
• Manage on/offsite storage by ensuring proper tracking of asset inventory.
• Manage and standardize mail/shipping capabilities.
• Review and analyze invoices to ensure accuracy of costs against contracts prior to final approval for payment. Provide quarterly spend analysis to properly budget Facilities spend on an annual basis.
• Assist with several firm events throughout the year.
• Manage small to large scale adhoc initiatives/projects as needed.
• Provide team back-up support as-needed.

Responsibilities:

• BA/BS Degree required
• 7+ years of facilities/office management/construction experience.
• Strong attention to detail, high standards and desire for excellence
• Strong project management, technical and analytical skills required with ability to translate CAD drawings and elevations, as well as space planning tools.
• Excellent written and verbal communication skills
• Able to build strong relationships internally as well as with external vendors
• Highly organized and able to keep track of projects, initiatives, vendor contract renewals, YE annual processes, etc. with the ability to fully outline a thoughtful project plan with timelines, deliverables and milestones.
• Excellent follow up and follow through
• Self-motivated, proactive with following through on tasks/projects and willingness to take on new assignments
• High level of professionalism with ability to handle sensitive and confidential information
• Team-oriented, humble, positive and willing to do whatever it takes with no job too big or too small mentality
• Ability to manage access control/security platforms, OfficeSpace, technical drawings and floor plans and strong working knowledge of Excel (pivot tables; formulas, etc.) and Power Point