Global Workplace & Facilities Director

GLG New York , NY 10007

Posted 2 weeks ago

Position Overview:

The Director of Global Workplace & Facilities will oversee all leased properties, facilities management and operations, and facilities personnel for GLG's 20 locations across 12 countries. Reporting into the CFO, this position will include strategic real estate portfolio management, facilities transactions, lease administration, design and construction, and workplace operations. Working across the entire company with general managers, the human resources team, information technology, finance and accounting and legal, as well and integrating with outside vendors and service providers such as landlords, brokers, architects and engineers, the Director of Global Workplace & Facilities will provide the insight, direction and leadership to necessary to optimize the companies facilities assets and steward the physical environments towards aligning with business goals.

Key Job Functions:

  • Manage the global real estate strategy in line with enterprise goals and business leadership direction

  • Maintain relationships internally with general managers and operations leaders to integrate headcount growth and business needs with workforce planning and appropriate physical space allocations

  • Develop and present detailed business cases to leadership for approval for leased assets and transactions, capital construction projects and annual facilities budgets

  • Manage service providers including leasing, design and construction and facilities contracts and requests for proposals

  • Lead and manage a global team of 23, including 6 direct reports, all cross-functional and multi-national, across multiple time zones

  • Procurement and management of outside resources and vendors including staffing, maintenance agreements and facilities related elements

  • Develop and direct new initiatives related to sustainable practices, global communication, and health and well being in the office environment

Facilities Planning and Strategic Initiatives

  • Partner with leadership and business units to create plans for monitoring and managing space needs and deliver short- and long-term real estate solutions that meet business goals related to staffing, business objectives and financial goals

  • Identify new locations for offices and create full site analysis, due diligence, cost comparisons and matrices as needed for executive presentation and decision making

  • Advance new ideas, methods and procedures for procuring and managing office space such as subleasing and co-working space

  • Partner with leadership to incorporate new office typologies like working from home, desk sharing and technology adaptations

Real Estate Portfolio Management

  • Track critical dates and milestones and communicate effectively with leadership so timely decisions can be made

  • Lead and oversee transactions and lease negotiations from inception and internal approval through integration into accounting and close out of deals

  • Work with legal, internal, and external counsel, to ensure terms, notices, obligations, and all other legal aspects of real property are compliant with company standards and expectations

  • Manage landlord relationships and resolve disputes professionally and timely

  • Work with accounting and finance team on lease administration, rent and related forecasting, capex and agency fees, asset allocations, occupancy taxes and other elements related to lease accounting

  • Interface with IT to ensure appropriate telecommunications and TI infrastructure are supported, integrated, and maintained across the portfolio

Facilities Management and Leadership

  • Establish and maintain an efficient, clean, productive office environment and operations through leadership of office facilities staff, relationships with building management, support vendors and management of resources and procurement contracts

  • Creating and overseeing office accounts, vendor relationships and contract negotiation, expenses, and office budgets.

  • Create, improve and maintain office procedures and guidelines. These include but are not limited to: sustainability and well strategies, space use policies, food and beverage procurement, cleaning and maintenance

  • Health and safety adherence and communication as required by local and regional municipal law, building ownership, and GLG Human Resources and Legal teams

  • Security adherence and training including badging, building and suite access, fire and life drills and documentation

  • Ensuring smooth operations of building systems management related to HVAC, lighting, water, bathrooms, appliances, and other physical building aspects

  • Document initiatives for communicating cost, implementation time, resources, leadership approval, record keeping and success management

  • Oversee local office managers, hosts and administrators, barista, facilities teams and outsourced support to provide guidance, communicate initiatives, disseminate constructive feedback and general supervision and training

  • Ensure that landlord and property manager relationships are positively maintained

  • Engage with regional and site senior managers to maintain positive work environment and address facilities concerns necessary to support business functions

  • Create and disseminate email and other correspondence as needed to provide office with general facilities guidance and information acting expeditiously in emergencies and time sensitive occurrences

  • Lead new initiatives designed to improve the office and workplace experience, maximize internal work processes, and engage facilities support staff to provide best in class service

Office Planning, Design and Construction

  • Project direction of vendors related to planning, design and construction including outsourced project managers, architects, engineers, landscapers, among others

  • Oversee office managers project management and cost valuation of office design, new built fit outs and renovation of existing spaces

  • Create global capital forecasting and ensure that budgets are accurate, and that project come in as expected

  • Able to read floor plans and create documents related to moves, adds and changes as well as have a general understanding of building systems and interior fit-out construction

  • Manage internal stakeholders demands for team relocations and space reconfigurations

The successful candidate will have:

  • A bachelor's degree required, master's degree preferred, preferably in field related to facilities planning, design and construction or hospitality planning

  • Minimally 10 years' experience in corporate setting with global real estate experience and international team management

  • Knowledge of global real estate standards and best practices

  • Must have experience creating and managing budgets and leading people and projects

  • Ability to publicly represent the company with internal and external stakeholders

  • Substantial strategic planning and negotiation skills

  • Excellent communication skills, including demonstrated proficiency in oral, writing and presentation abilities in a business-focused setting using a variety of communication channels (video, telephone, e-mail, in-person, etc.)

  • A high degree of trustworthiness and sound judgment

  • Must be a self-starter, able to work independently on projects and be flexible to communicate and work with team members

  • Must be extremely efficient, creative and resourceful while maintaining highest professional standards

  • Must have superior professional, academic and character references

  • Can-do attitude demonstrating willingness to accommodate executive and management requests and be flexible to change while maintaining rules and procedures dictated by outside parties

  • Willingness and ability to travel to other locations per needs of the business

  • Ability to multi-task and prioritize activities effectively, while ensuring a high level of accuracy and attention to detail

  • Proficiency in Microsoft Office (PowerPoint, Excel, and Word) and ability to use these tools to effectively communicate across all levels of the organization

The ideal candidate will have the following attributes:

  • Act with the highest integrity and professionalism in all their endeavors

  • Think creatively and focus on opportunities for growth and alternative strategies

  • Engage and communicate effectively with executive and senior leadership as well as direct reports, junior level facilities team members and outsourced support teams

  • Demonstrated ability and initiative to handle multiple daily activities including potential ongoing crises

About GLG / Gerson Lehrman Group

GLG is the world's knowledge marketplace. Our clients rely on GLG's global team to connect with powerful insight across fields from our network of 700,000+ experts (and the hundreds of new experts we recruit every day). We serve thousands of the world's best businesses, from Fortune 500 corporations to leading technology companies to professional services firms and financial institutions. We connect our clients to the world's largest and most varied source of first-hand expertise, including executives, scientists, academics, former public-sector leaders, and the foremost subject matter specialists.

GLG's industry-leading compliance framework allows clients to learn in a structured, auditable, and transparent way, consistent with their own internal compliance obligations and the highest professional ethical standards. Our compliance standards are a major competitive differentiator and key component of the company's culture. To learn more, visit www.GLG.it

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Global Workplace & Facilities Director

GLG