AVP, Senior Manager, Facilities

Sotheby's is seeking a senior facilities professional to report to the Real Estate & Facilities Director, Americas. The role holds overall responsibility for the management of all hard and soft services at Sotheby's New York complex and off-site storage unit, working closely with the FM Service provider, contractors, Risk/Security and Auction Operations departments. The role includes ensuring employees have the right space, tools, workstations and environment, whether working from the office or at home, and deputising for the department head as required.

Responsibilities

Support the business in the ongoing development of business strategy; Contribute to and maintain building/estate development plans and associated Service Level Agreements; Produce management reports in accordance with the needs of the business; Ensure a robust system is in place with FM Service provider to trace service and maintenance issues; Maximize efficiencies within existing service contracts, managing costs effectively; Ensure insurance needs of the properties are met; Work with Department Head to review legal documents and monitor leases; Be accountable for the aesthetics of the buildings and oversee regular inspections; Oversee and manage contractors alongside FM Service provider; Manage planned and reactive maintenance for all hard services, especially M&E and fabric maintenance; Oversee documentation including O&M's, Asbestos Register and Water treatment Log Books; Ensure premises, plant, machinery and work activities comply with legislation and safe working practice; Implement and review Permit to work procedures, Risk Assessments, Method statements and Safe Systems of work; Manage space and occupancy efficiently and lead space management software system (Office Space); Monitor and track occupancy levels and escalate as required; Lead the FM Service Provider relationship and contract, including third-party contracts and outsourced services; Conduct Contractor RFPs with FM Service provider; Directly manage planned and ad-hoc projects within budget and quality standards; Ensure Planning Applications and HSE Notifications are completed and Principal Contractors and Principal Designers are appointed; Provide management cover for onsite team during evening sales and events as required; Conduct appraisals and performance reviews with direct reports; Respond to critical alerts and emergency alarm activations outside working hours; Play an active role in managing OPEX and CAPEX budgets for the department; Ensure statutory requirements and company policies are followed and deadlines met; Manage energy and waste management at the site and drive environmental improvements

Requirements

Educated to degree level or equivalent with excellent MS office skills; Previous senior facilities management experience with responsibility for multi properties within a complex estate environment, including line management responsibility; Working in an FM outsource Service provider model; Workplace and space management experience; Significant contractor management and that of multiple service agreements; Excellent customer service, interpersonal, communication and people engagement skills; Good analytical, planning and organisational skills; Ability to interpret and utilise financial and commercial information; Capability to manage multiple workloads and shifting priorities; Positive approach to learning in role and identifying own training needs as appropriate; Self-motivated and able to work under own initiative within a team environment; Negotiation skills, including stakeholder management at all levels; IOSH managing safely qualification; Experience of managing conflicting expectations of senior management and consumers

Nice to have

CAFM / Space Management software system experience (in particular OfficeSpace); CAD experience

Benefits

Discretionary bonus; Competitive benefits package