The Chief Facilities and Administration Officer is accountable for the oversight and management of the Society’s Facilities and Shared Services teams, as well as organization-wide safety and security, emergency action plans, and business continuity protocols. The ideal candidate will have extensive expertise in these fields, a proven track record of strategic planning and implementation of large-scale initiatives and operational improvements, and demonstrated communication and leadership skills. The role requires an innovative, collaborative leader who can work across our Practices (Civil, Criminal, and Juvenile Rights), Administrative teams, staff, clients, unions, and other stakeholders to deliver.

Facilities Planning and Management

• Manage, routinely update, and oversee the implementation of strategy for the organization’s real estate portfolio in partnership with our broker and General Counsel
• Maintain preventative maintenance and replacement plans for long-term cost savings and future-proofing our facilities
• Develop and lead moves, renovations, capital improvement plans, and projects
• Address day-to-day escalations across the facilities portfolio, including:
• Managing an effective process for staff to report problems so the Facilities team can promptly address
• Sharing real-time updates with staff and leadership about escalations
• Timely resolution of issues
• Assess and improve the configuration and functionality of physical space in the Legal Aid Society’s buildings.
• Coordinate, evaluate, and report on facilities cleaning, safety, security, resource conservation, and energy management programs
• Oversee work with landlords to ensure all leased premises provide clean and safe environments for staff and clients

Shared Services Management

• Manage the Shared Services team, which is responsible for leading four areas of support—reception and switchboard, courier services, copy and printing, and the mailroom
• Responsible for ensuring clients are greeted in reception with a welcoming and safe environment and scaling best practices for reception across locations
• Identify and implement opportunities to improve service delivery efficiency and effectiveness

Budget and Contract/Lease Management

• Manage Facilities and Shared Services budgets, including all lease and related occupancy costs and project budgets
• Manage vendor procurement and performance, as well as budgets vs. expenditure for all work within the portfolio. Develop and maintain strategic relationships with external stakeholders and vendors to support LAS in the delivery of current and future real estate and shared services requirements
• Maintain repository of all related contracts across the organization, as well as leases and certificates of insurance. Provide user-friendly summaries about lease terms, services provided, and other relevant information to inform portfolio planning and day-to-day operations
• Work closely with Finance to model impacts of changes to LAS’s real estate portfolio and support with budget forecasting related to occupancy and facility costs

Strategic and Operational Planning and Implementation

• Assess organizational needs and implement strategic initiatives
• Design, document, and execute effective and clear policies, protocols, and standards that govern the management of LAS’s facilities and shared services, as well as employee safety and security, emergency action plans, and business continuing protocols
• Identify and implement opportunities to improve key functions and the business processes that surround them to increase the service quality and/or reduce cost
• Use data sets and feedback to support decision making and strategic planning
• Develop strong relationships and communicate with LAS employees, unions, and stakeholders to seek input, problem-solve, inform, and ensure needs are met. Drive continuous improvement by creating pathways for feedback across stakeholders
• Serve as chief building safety/security and business continuity expert. Manage and ensure up to date building emergency response protocols, planning, training, and communication
• Manage archived files and data in the most cost-efficient and effective manner

Team Development and Supervision

• Direct and support the management of the Shared Services team (approximately 10 staff) and Facilities team (approximately 10 staff)
• Mentor and coach direct reports in setting performance standards and providing professional development of staff, thereby ensuring high employee performance

Other

• Travel to all offices is required
• Manage special projects and ad-hoc assignments as needed

• 7+ years of related experience in facilities management in a leadership capacity, i. Experience working in the nonprofit or government sector is a plus
• Extensive experience in project management and in managing a complex, multi-site portfolio. Problem solving, solutions-oriented approach
• Significant knowledge of and experience in real estate and facilities management, building safety and security, office/shared services, and negotiation skills. Proficient in reading, understanding, and interpreting blueprints, schematics, designs, and construction documents. Tech savvy with prior experience in implementing software tools
• Outstanding listening and communication skills
• Demonstrated experience with building trust and working relationships across teams. Experience working with unions preferred
• Commitment to Legal Aid Society’s mission to secure equal justice before the law for all New Yorkers
• Bachelor’s degree required or relevant experience, preferred in business operations, facilities or construction management, real estate, or related field