Position Description

Manager, Facilities
Location United States
Department General-OP
# of openings 1
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Vital Strategies, headquartered in New York City, is an international public health organization. Our programs strengthen public health systems and address the world’s leading causes of illness, injury and death. We currently have five global offices and an extended network in 73 countries, supporting data-driven decision making in government, advancing evidence-based public health policies and mounting strategic communication campaigns. Vital Strategies’ priorities are driven by the greatest potential to improve and save lives. They include non-communicable disease prevention, cardiovascular health promotion, tobacco control, road safety, obesity prevention, epidemic prevention, environmental health, vital statistics systems building and multi-drug resistant tuberculosis treatment research. Our programs are primarily concentrated in low- and middle-income countries and cities in Africa, Latin America, Asia and the Pacific. Please visit our website at www.vitalstrategies.org to find out more about our work.

This is a full-time position based in New York. Applicants must possess a valid working permit to work in the United States.

As a global company, our benefits vary by region, but they align with our commitment to support our employees’ wellbeing both inside and outside of work. We offer generous health insurance for individual and family, financial contributions for retirement, and competitive leave time.

We value the talent and impact of our team and believe that fair and equitable total compensation packages are part of our commitment to all staff.

The Position

Vital Strategies is seeking a facilities manager for our New York City headquarters, a 36,000 square-foot leased property housing up to 200 staff. The successful candidate will have direct experience with facility maintenance, repair, renovation and refurbishment; space management; vendor and contract management; health and safety; facilities security, and asset management. This is an exciting time of growth at Vital Strategies and our ideal candidate is a motivated, hands-on facilities professional who has the experience and drive to ensure a comfortable and functional work environment for our current and future workforce. The successful candidate will also have experience with providing technical support and guidance to affiliate offices, preferably internationally. This position will work closely with the procurement manager and international field operations manager, and supervise the front desk associate.

 

Key Responsibilities

Headquarters facility management (New York City)

  • Ensure the provision of a safe, productive, and welcoming workspace for Vital Strategies’ staff in its headquarters offices

  • Develop and manage facilities-related budget; m anage and oversee all building occupancy-related costs

  • Oversee and directly engage in the upkeep of the Vital Strategies headquarters’ facility. Serve as the primary liaison with the property management company, contractors, engineers, project managers, and other facilities-related vendors to ensure appropriate upkeep and annual/routine repairs to the office

  • Supervise front desk associate ensuring high quality customer service, a welcoming experience for visitors, and oversight of common office supplies purchasing

  • In collaboration with human resources, stay abreast of workforce projections, work with senior management and operations to manage space planning, including conducting needs assessments. Bring innovative solutions based on successful models in managing a growing workforce’s space needs

  • In collaboration with HR, participate in the appropriate on and off-boarding of staff

  • Provide guidance and support to the planning of large meetings and events in the facility; trouble-shoot conflicts and provide tools and mechanisms to help event planners effectively share common spaces

  • Coordinate the day-to-day activities related to health, safety, and security of the New York facility, including emergency preparedness planning, training, and materials, under guidance from the global safety manager and the building management company, to ensure that staff receive appropriate training and resources necessary to respond to threats or incidents at the New York facility.

  • Working with operations, finance and senior management, contribute to the development, implementation, and maintenance of a business continuity plan

  • Develop and maintain a centralized database of assets, inventory, and vendors; conduct periodic reviews and updates to database

  • Ensure that Vital Strategies’ offices are compliant with government requirements and codes; oversee inspections and testing

International facility management

  • Work closely with the international field operations manager and country-based operations managers to support budgeting and planning of office moves, renovations, and lease negotiations. P rovide support in developing the annual facilities-related budget

  • Train and support operations managers to follow facilities procurement policies and procedures, and occupational safety norms

  • Work closely with country-based operations staff to track leases, assets, inventory, and vendors, in a global database; ensure an appropriate cycle of review and update

  • Provide guidance to appropriate local office counterparts on establishing processes and protocols for workplace health and safety; oversee that appropriate facility security measures are in place; provide training as needed

  • Serve as facilities advisor to Vital Strategies’ international office start-up and expansion team

Other

  • Perform additional tasks, as may be required

  • May travel between the U.S., and other Vital Strategies locations during mutually agreed time periods

 

Qualifications and Skills

  • Bachelor’s degree required

  • Minimum of five years’ experience in facilities management with demonstrated experience renovating or building out offices; international experience highly desirable

  • Strong organization skills and a high level of detail orientation with proven project management capabilities including experience handling multiple key projects at a time

  • Excellent interpersonal and communication skills, self-motivation, creative problem-solving, organization, and demonstrated ability to work well as a member of a team

  • Strong oral and written communication skills in English are required; proficiency in another language is desirable

  • Excellent customer service skills; comfort working with various types of people in different contexts

  • Prior experience working in nonprofit/NGO is preferred

  • Adaptable to changing requirements with a bility to execute and deliver against demanding and dynamic stakeholder requirements

  • Must obtain OSHA 10-hour certification

  • Vendor management experience, to include negotiating skills

  • Proficiency in Excel, Word, PowerPoint, Outlook, Office 365 as well as e-collaborative platforms

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