Director of Facility Operations

Description

Employment Type: Full-Time, On-Site

Reports To: Director of Finance and Investments

POSITION SUMMARY

The New York City District Council of Carpenters Benefit Funds is seeking an experienced Director of Facility Operations to lead key administrative, records-management, mailroom, facilities and operational functions across the organization. The Director will supervise assigned staff, manage vendors and major projects, and ensure that essential services operate efficiently, securely and without interruption.

This is a senior, hands-on management position requiring strong leadership, project-management and vendor-management experience. Initial priorities will include a comprehensive document-scanning and records-management initiative and a multi-floor office relocation and reconfiguration, while maintaining responsibility for day-to-day operations.

PRINCIPAL RESPONSIBILITIES

Department and Staff Management

• •Provide direct leadership and supervision to the Records Department, Mailroom and other assigned operational functions.
• •Establish clear responsibilities, performance expectations, service standards and practical measures for workload, service levels, backlogs and errors.
• •Manage staffing, scheduling, assignments, attendance, training, performance and professional development in coordination with Human Resources.
• •Ensure adequate coverage for daily functions, absences, peak workloads and operational disruptions.
• •Communicate organizational priorities, deadlines and procedural changes, and promote accountability, accuracy and responsiveness.
• •Review workflows and recommend staffing, technology and process improvements while maintaining appropriate segregation of duties, confidentiality and internal controls.

Records Management and Scanning Project

• •Oversee the receipt, organization, retrieval, storage, retention and disposition of Fund records, including off-site storage and secure destruction services.
• •Lead a comprehensive document-scanning and records-digitization project involving multiple departments and record types.
• •Develop and manage a project plan covering document inventory, preparation, indexing, scanning, quality control, electronic storage, retention and secure destruction.
• •Establish priorities, production schedules and measurable completion targets; monitor volumes, backlogs, error rates, costs and vendor performance.
• •Ensure scanned records are complete, accurate, legible, searchable and assigned to the correct participant, employer, matter or record category, with appropriate exception-resolution procedures.
• •Coordinate departmental participation so records remain available for ongoing operations.
• •Coordinate retention, confidentiality, privacy, information-security and litigation-hold requirements with IT, counsel and responsible departments.
• •Maintain chain-of-custody controls and ensure original documents are not destroyed until required quality-control and authorization steps are complete.
• •Develop and maintain written records-management procedures and retention schedules.

Mailroom Operations

• •Supervise incoming, outgoing, interoffice, certified, overnight and courier mail operations.
• •Ensure timely sorting, routing, tracking and delivery of mail and packages, including proof of delivery for accountable mail.
• •Establish procedures for confidential, time-sensitive, legal, participant-related, delayed, misdirected, returned and unidentified mail.
• •Coordinate courier, postage, shipping and mail-equipment vendors; monitor costs, equipment, supplies and service agreements.
• •Maintain written mail-handling, escalation, security and business-continuity procedures and ensure continuity during office moves, construction, emergencies and other disruptions.

Facilities and Office Operations

• •Oversee day-to-day facility operations for the Fund Office and other assigned locations and serve as a principal operational contact with building management.
• •Lead office relocations and reconfigurations involving several floors, including sequencing, department moves, employee communications, technology, telecommunications, records, mail operations, signage, security and business continuity.
• •Coordinate construction, moving, furniture, electrical, telecommunications and other vendors, and establish move schedules and readiness checklists.
• •Work with IT to ensure workstations, telephones, printers, copiers and system access are operational when employees move.
• •Coordinate the secure relocation of records and sensitive materials and oversee furniture and equipment inventories, disposition and installation.
• •Coordinate repairs, maintenance, cleaning, access, security, space planning, inspections, office equipment, supplies and related services.
• •Maintain floor plans, vendor contacts, certificates of insurance, warranties, service agreements and facility records.
• •Support workplace safety, emergency preparedness and business continuity; minimize disruption to participant service and essential operations.
• •Manage final inspections, punch lists and project closeout.

Vendor and Contract Management

• •Manage relationships with records, facilities, moving, construction, courier and other operational service providers.
• •Develop clear scopes of work, deliverables, schedules, service levels and performance standards, and assist with requests for proposals and vendor selection.
• •Review proposals, schedules, invoices and change orders; monitor performance, costs, deadlines and contractual compliance.
• •Coordinate contract, confidentiality, data-security and insurance requirements with Finance, IT and counsel.
• •Document decisions and open issues, escalate concerns promptly and verify satisfactory completion before approving invoices or closing projects.

Project Governance and Reporting

• •Manage multiple operational projects and establish clear priorities, responsibilities and deadlines.
• •Maintain project schedules, budgets, action logs, risk registers and decision lists; identify and report anticipated variances.
• •Prepare concise status reports for the Executive Director and, when requested, Trustees or committees.
• •Ensure operational decisions, approvals and scope changes are properly documented.
• •Establish written procedures, checklists and controls for recurring operations and identify opportunities to improve efficiency, service quality and coordination.
• •Work closely with IT, Human Resources, Finance, Legal, Communications, Member Services, Employer Services, Welfare and Retirement Services.

Requirements

• •Bachelor’s degree in business administration, operations, facilities management, project management or a related field, or equivalent relevant experience.
• •At least 5-7 years of progressively responsible experience in operations, records management, facilities, project management or a comparable field, including at least five years managing staff.
• •Demonstrated experience supervising operational teams and managing complex, multi-phase projects involving multiple departments and vendors.
• •Experience leading a significant office relocation, renovation or space-reconfiguration project.
• •Experience managing document scanning, records digitization or large-scale records-management projects.
• •Strong vendor-management experience, including scopes of work, schedules, budgets, invoices, change orders and performance issues.
• •Knowledge of records-retention, confidentiality, document-security and quality-control practices.
• •Strong written and verbal communication, sound judgment and the ability to identify risks, resolve problems and escalate issues appropriately.
• •Proficiency with Microsoft Office and project-tracking tools.
• •Ability to work on-site and respond to time-sensitive operational matters.

Preferred Qualifications

• •Project Management Professional certification or comparable project-management training.
• •Certified Records Manager designation or comparable records-management experi