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: 8:30am 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