Regional Facilities Manager

Position Summary

The Regional Facilities Manager (RFM) is part of the national Real Estate Services (RES) team reporting to the Portfolio Leaders. Real Estate owns Facilities strategy – defines processes and develops tools/templates. The RFM is focused on ensuring the Facilities strategy is seamlessly executed in the field. They work closely with the regional and local Office One Team personnel to provide facilities management direction to ensure consistency across offices/regions. They ensure that facilities processes, tools and templates remain relevant and up-to-date.

RFMs also play an important role on all aspects of a real estate project starting from lease review to move in and decommission. In addition, they may be asked to lead small/medium sized capital projects.

Primary Duties and Responsibilities:

Facilities Maintenance

  • Ensures facilities strategy is seamlessly executed in the field – e.g. maintenance activities are occurring per recommended schedule
  • Acts as an SME for all facilities related activities – visits the offices regularly
  • Works closely with local One Team to manage local facility suppliers – e.g. ensure suppliers have updated insurance certificates, etc.
  • Works closely with local One Team Manager to set/track facilities budgets
  • Reviews reports to ensure budget compliance – reviews with RPL and Geo Leaders
  • Reviews – signs and maintains all maintenance agreements
  • Defines service levels for maintenance agreements research and implements processes to improve operational efficiency and reduce costs
  • Conducts site visits/audits to ensure the offices consistently meets firm standards
  • Manages facilities projects where appropriate, acting as project manager – e.g. space expansion/contraction, carpet replacement, HVAC improvements

General Facilities Support

  • Manages the expense and capital regional reserve budgets (including technology = AV, VC)
  • Reviews quotes – and routes recommendation for approval of capital and expense requests (works closely with local One Team Manager/Supervisor and GEO leader)
  • Coordinates with Property Accounting for capital vs expense classifications = also responds to requests from Property Accounting for classifications corrections
  • Ensures that requests are properly approved (per approval levels/roles) and fulfilled in a timely manner
  • Work closely with One Team on local ergonomic requests, e.g. furniture changes such as sit/stand desks
  • RFM is the primary point of contact for any furniture related issues
  • Maintains art inventory – ensures proper storage and updated appraisal information
  • Leads deaccession activities when applicable
  • Works closely with National Security personnel & One Team on disaster preparedness and recovery – emergency response (fires, floods, hurricanes, power outages, earthquakes, etc.).
  • Work closely with One Team on business continuity, firm security and greening initiatives
  • Helps recruit and onboard local facilities teams to ensure execution of facilities strategy – e.g. process, tools are fully understood and executed
  • Assists One Team with landlord relationship – issue resolution, etc.
  • Assists Geo Leaders with mentoring and coaching local One Team Managers/Supervisors with facilities responsibilities

Practice Office Capital Projects

  • Actively participates in and has key responsibilities during all stages of a large capital project
  • Site selection
  • Lease review
  • Reviews base building maintenance – day porter support – greening initiatives
  • Ensures local office understands and executes per lease details
  • Serves as primary SME for local One Team regarding Real Estate project roles and responsibilities
  • Floor plan review
  • Participates in page turn meetings with a keen eye for details
  • Signage plans
  • Reviews and approves formal signage plans from the architect
  • Ensures proposed signage numbering makes sense
  • Works with local One Team for supplemental signage requirements
  • Move management – leads all move management activities
  • Quote – select and onboard move managers
  • Manage move manager activity throughout the project
  • Participates in all move weekend activities – is primary support – SME to the local One Team
  • Art
  • Quote – select and onboard art consultant
  • Manage art inventory, appraisal, storage, placement
  • Ensure all art placement is reflected on the floor plans, etc.
  • Close out transition
  • Participates in all closeout activity transitioning from general contractor to local One Team
  • Supports PGM – EPM in procuring – reviewing and storing all close out documents
  • Ensures local office understanding of warranty and maintenance information
  • Decommission – leads all decommission activities
  • Quote – select and onboard decommission suppliers
  • Develops schedule – coordinates with PGM and EPM
  • Ensures decommission aligns with lease requirements
  • Oversees all decommission activities (furniture, cabling, technology, signage, etc.)
  • Coordinates with local One Team and Landlord to complete decommission
  • Coordinates with Property Accounting to finalize asset disposition
  • Manage project planning, pricing, funding, approvals, scheduling, and construction for small/medium projects – works closely with the PGM and local One Team
  • Ensures compliance with local labor requirements – union/non-union
  • Works with strategic procurement as needed

Project Office Support

  • Participates and assists the Program Manager and local One Team with matters relating to project offices within geography
  • Supports regular maintenance of the project office location
  • Leads disaster recovery efforts – floods, fires, etc.

National Initiatives/Annual or One-Time Events

  • Manages the annual space allocation and seat count exercise – works closely with One Team Managers/Supervisors to ensure a consistent approach to reporting the information across all offices
  • Serves as SME for local One Team and also for National Finance
  • Summarizes and reviews all office seat allocation/count data with Geo Leader(s) and PL(s)
  • Responsible for budgets (referenced above in Facilities Maintenance and Facilities General)
  • Coordinates with Workplace Strategy team to provide feedback on current workplace standards to ensure high quality space and low maintenance costs
  • Collaborates with other RFMs to share best practices, improve service levels, quality of space and reduce costs
  • Engages in or manages special projects, e.g. national access security standards, national signage and branding, ergonomics

Merger and Acquisition Support

  • Provides facilities expertise and input – reviews all facilities related data/information
  • Participates and assists with integration of new practice

Qualifications

  • Bachelor’s degree required
  • Excellent organizational skills and attention to detail
  • Experience in managing projects = able to identify activity definition – tracking, project timelines, budgeting and issue identification and resolution
  • Proven ability to think strategically – big picture while executing tactically
  • Proven ability to build and maintain relationships at all levels in a matrixed organization
  • Proven ability to achieve results via influence in a matrixed organization
  • Proactive self-starter that can accomplish tasks with minimal support and supervision
  • Strong technical skills and solid understanding of MS Office (especially Excel)
  • Excellent written and oral communication skills; strong problem-solver with the ability to develop creative and innovative solutions to complex problems
  • Strong sense of urgency – proactive response to clients’ needs
  • Proven ability to drive to results – close out projects – resolve issues
  • Ability to analyze/interpret difficult situations, and quickly make recommendations for resolution
  • Ability to define and communicate clear business objectives and desired outcomes
  • Ability to work independently and manage multiple priorities
  • Ability to proactively manage client’s expectations and needs, address crisis situations
  • Professional presence with the ability to build credibility and collaborate with others
  • Ability to support change and be an agent for change
  • Ability to travel to other offices for special projects as well as other office management activities

Requisition code: E17NATSMGRJD020-CL5


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