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Facilities Manager

Posted: 10/10/2017

ORGANIZATIONAL SUMMARY

In partnership with the New York City Mayor’s Office of Criminal Justice, the Criminal Justice Agency is New York City’s main pretrial services agency, combining operations, demonstration projects, and research under one roof. The core of CJA’s work is interviewing all arrested defendants who come before the New York City courts. CJA conducts approximately 250,000 pre-arraignment interviews to determine the likelihood that individual defendants will return to court and uses this assessment to make recommendations to the court regarding eligibility for Release on Recognizance (ROR). Supported by statistical research, CJA’s assessments are a strong predictor of which individuals are more likely to appear in court for follow-up hearings. These assessments are shared with all parties during the arraignment proceeding.

CJA employs approximately 240 employees city-wide, operating from approximately 12 worksites within the 5 boroughs. CJA occupies worksites in a variety of mix spaced environments including shared office spaces located in City buildings, court houses, detention facilities and private commercial spaces.

 

POSITION HIGHLIGHTS

Reporting to the Director of Human Resources and Administration, the Facilities Manager handles purchasing and facilities matters for all CJA locations; coordinates services with internal management team and site managers from agencies such as DCAS, NYPD, Correction or Superintendents of private buildings, as appropriate. The Facilities Manager will make sure that CJA is following best practices for procurement as a City contractor and will work to ensure that goods and services are secured with the goals of operational efficiency and compliance, cost containment, effective delivery of services and workplace safety.

 

DESIRED QUALIFICATIONS & QUALITIES

The ideal candidate will be independent, organized and project driven, with the ability to prioritize duties and make sound decisions in the moment; a strong relationship builder who can liaise with vendors, personnel from various City agencies, and internal stakeholders. Solutions driven and resourceful individual with a customer service focus and the know-how to anticipate next steps, and obstacles to delivering services; Demonstrates accountability through constant communication with managers and staff and periodic progress reports on special projects.

 

GENERAL FACILITIES RESPONSIBILITIES

The Facilities Manager works closely with various internal managers and directors as well as external agency personnel to coordinate services for CJA. She/he is responsible for maintaining a safe and complaint environment, managing purchasing needs, vendor services and supervising the organization’s internal mailroom and messenger service.

 

PURCHASING AND PROCUREMENT

  • Manages all vendor relationships and agreements for goods and services, excluding IT
  • Purchases offices supplies and equipment for CJA’s worksites and office locations
  • Processes orders for routine and special order print jobs
  • Provides purchasing analysis and reports for routine internal and external auditing
  • Reviews bills and invoices for office supplies, furniture and miscellaneous items for accounts payable
  • Works with the Fiscal Director to manage the purchasing budget and maintain accurate records of bids and quotes for services

 

FACILITIES/OFFICE MANAGEMENT

  • Oversees  and coordinates with contractors conducting work on-site, including building services, janitors, repair and maintenance
  • Solicits vendors, and bids for various services including maintenance, small renovation and repair projects
  • Collaborates with operational staff and managers to facilitate services and access to various secure worksites
  • Conducts routine site visits and safety inspections to ensure compliance with relevant workplace safety laws and recommends corrective action, where possible
  • Coordinates space management including space utilization, footprint management, office relocation, minor renovation and repair projects
  • Manages the disposal of broken or unusable office equipment and furniture
  • Responds to environmental concerns by identifying and dispatching appropriate services
  • Supervises internal mailroom and messenger services
  • Ensures proper set up of conference rooms or meeting spaces for staff meeting and events
  • In coordination with the IT Team, troubleshoots and reports requests for service of office equipment

 

SPECIAL PROJECTS

  • Supports the 2018 planned relocation of CJA’s current 24,000 sq. ft. central office location including coordination of moving services, disposal of surplus equipment, and coordination with building services
  • Assist in the revision of the organization’s purchasing and procurement policy
  • Supports the HR Director in the development of an emergency preparedness action plan

 

REQUIRED QUALIFICATIONS AND SKILLS

  • Bachelor’s degree in Business Management or related field preferred and
  • Minimum of 3-5 years of experience in Facilities Management, Purchasing  or Office Management. 
  • Understanding of requirements for City contractors and procurement procedures
  • Experience in space relocation and/or space planning, preferred
  • Ability to work in secure detention facilities (CJA will facilitate ID and Background Check)
  • Must be willing to travel within the 5 boroughs of NYC
  • Project Management experience, a plus
  • Willingness to work extended or flex hours, when needed
  • Basic knowledge of MS Word and Excel

APPLICATION DEADLINE: October 24, 2017                                          

SALARY: Commensurate with Experience 

BENEFITS: CJA offers a very generous benefit plan including health, dental and vision insurance,

4 weeks' vacation, paid holidays and a retirement plan with employer matching contributions

 

The New York City Criminal Justice Agency is an Equal Opportunity Employer

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