This position will report to, and collaborate with, the Vice President of Property/Facilities Management Americas, for the management of all Institutional Group (ISG) property and facilities repair and maintenance services.
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Management of tasks related to:
-Financial reporting / budget tracking and presentation
-Strategic planning
-RFP development and bid processes
-Existing and new facilities initiatives and services
-Vendor management
-Capital improvement project planning and execution
-Cross departmental initiatives
-Business continuity planning and disaster recovery
-Management and operational reporting
-Invoice review and qualification
-Contingent workforce engagement
-Lease review and maintenance obligations
-Local, regional, and national code compliance
-Environmental sustainability initiatives
Ideal candidate would be an outgoing self-starter, with excellent communications and organizational skills. Candidate must demonstrate strong interpersonal skills that would be utilized to manage internal/external client and vendor relationships including escalations.
Primary Responsibilities
-Perform weekly quality control and assurance audits of property and facilities management services execution in the New York Metro area. Included is the execution and documentation of field inspections, report reviews, client discussions, and collection of other stakeholder feedback.
-Produce weekly operational status reports including summary level information, data and conclusion derived from inspections, vendor reports, internal and external systems, as well as direct interaction with internal clients, colleagues and vendors.
-Develop and execute action plans for the remediation of service deficiencies, repairs, process improvements, and to resolve client complaints or escalations.
-Actively participate in monthly, quarterly and year-end budget development, and review.
-Participate in the evaluation of service models and contract terms in an effort to best leverage current vendor relationships.
-Participate in conference calls, on or off hours, in response to building emergencies. Report to the site of the emergency as needed. Follow up on minor events to ensure issues are resolved and properly closed.
-Frequently, and directly interaction with contracted vendor, landlord property staff, and local Business Unit clients in the maintenance and planning of existing and new property management services at commercial office locations.
-Identify and implement with contracted vendors new initiatives, best practices and cost efficiency opportunities.
-Monitor vendor staffing levels, reconcile against internal systems records, and make recommendations for optimizing based on expected performance.
-Support sourcing initiatives with regard to RFPs, vendor selection, and contract compliance reviews.
-Actively participate in capital improvement projects providing operation input during project due diligence, design, execution, and close-out phases.
-Frequent travel between local New York Tri-state area offices to ensure continuity of service in all office locations
-Review vendor invoices, reconcile against work records and contracts, address discrepancies, and validate for payment
-Regularly meet with local internal clients to discuss vendor service performance, and to resolve facilities issues and concerns
QUALIFICATIONS
Skills required (essential)
-Property/Facility Management, Real Estate, Architectural and Janitorial experience preferred.
-Strong interpersonal and organizational skills.
-Vendor and contract management experience.
-Superior client and customer relationship skills.
-Ability to work effectively with all levels of personnel, including cross functional teams.
-Proficient in Microsoft Office applications, with the ability to learn other software programs.
-Experience with Computerized Maintenance Management Systems (CMMS) and/or other building related applications.
-Well-developed verbal and written communications skills.
Required Education and Experience
-4 –5 years of experience working in a Building Operations or Property/Facility Management role.
-Bachelor’s degree (BA or BS), or equivalent professional experience.
Skills desired
-2-3 years of the required experience directly supporting high-end corporate office space, such as that found at a financial services company or equivalent.
-Certifications from industry recognized organizations such as BOMA and IFMA.
Relationships and Contacts
Internal Contacts include:
-Business Unit clients including managers, service coordinators and admins.
-Morgan Stanley building occupants of varying seniority levels.
-Real Estate, Property Management, Amenities, Security, Business Continuity, Creative Services, Mail Services and Corporate Services Operations.
-Firmwide Sourcing, Human Resources, Finance, Information Technology, Risk & Insurance, Corporate Communications, and Legal.
External Contacts:
-Service vendors for Property/Facility Management, janitorial, moving, carpentry, and other facilities services.
-Amenities, Project Management and Security vendors.
-Landlords, and Property Management companies for leased spaces.
-External Municipal Authorities
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