Institutional Commodity Services Corp. (ICS) - Director of Building Operations & Security

Archdiocese of New York Institutional Commodity Services Corp. (ICS) Director of Building Operations and Security Position Summary The Director of Building Operations and Security is responsible for the overall management, leadership, and strategic oversight of building operations, facilities management, security, mail services, reception services, vendor contracts, departmental personnel, and administrative support functions at the Archdiocese of New York's headquarters located at 488 Madison Avenue. This position serves as the senior leader for Building Operations and Security and is responsible for ensuring the safe, secure, efficient, and professional operation of the facility. The Director develops and implements operational standards, security protocols, emergency preparedness measures, preventive maintenance programs, vendor and contract controls, and service delivery expectations while supporting employees, clergy, visitors, guests, and Archdiocesan leadership. Work Location 488 Madison Avenue, New York, NY 10022 Reports To Chief Administrative Officer on operational matters and the Chief Executive Officer of IMS for financial and administrative matters. Manager of Building Operations Receptionist & Switchboard Operators Mailroom Manager and Clerks Duties and Responsibilities Building Operations Direct the daily management and oversight of building operations, facility services, and workplace support functions. Establish operational priorities and ensure work orders, service requests, repairs, and maintenance activities are completed in a timely and effective manner. Conduct and direct routine facility inspections to identify operational, maintenance, safety, and service concerns. Oversee space planning, workstation assignments, office relocations, furniture installations, and workplace improvement initiatives. Direct preventive maintenance programs and coordinate building repairs, equipment servicing, and corrective maintenance. Lead building improvement projects, capital initiatives, and special operational projects from planning through completion. Maintain oversight of operational records, inventories, floor plans, equipment information, warranties, and departmental databases. Coordinate with property management, building engineering, contractors, and internal departments to resolve facility-related issues. Security Operations Provide overall leadership and direction for security operations at 488 Madison Avenue. Develop, implement, and maintain security policies, procedures, protocols, and operational standards. Oversee building access control, identification card administration, visitor management, security systems, and related security technology. Assess security risks and vulnerabilities and recommend appropriate physical security measures and corrective actions. Coordinate the response to security incidents, suspicious activity, threats, emergencies, and other situations affecting the safety of employees, clergy, visitors, and guests. Oversee security-related incident documentation, investigations, evidence preservation, and follow-up actions. Serve as the primary liaison with law enforcement and other government agencies on security matters, criminal investigations, and incidents affecting the Archdiocese as assigned. Emergency Preparedness and Life Safety Lead emergency preparedness, operational continuity, and incident response planning for the facility. Develop and maintain emergency procedures and coordinate drills, exercises, and staff preparedness initiatives. Coordinate with property management, fire safety personnel, building engineering, Human Resources, and Archdiocesan leadership during emergencies. Ensure appropriate operational and security coverage is maintained during building emergencies, severe weather, utility disruptions, and other significant events. Review incidents and emergency responses to identify lessons learned and opportunities for improvement. Mailroom Operations Direct the management and oversight of mailroom operations and personnel. Establish procedures for the secure, timely, and accurate handling and distribution of incoming and outgoing mail. Maintain oversight of mailroom staffing, operational coverage, postage equipment, courier services, and mail-related vendors. Develop and maintain mail handling procedures designed to improve security, accountability, efficiency, and internal controls. Coordinate with Archdiocesan leadership and law enforcement when mail-related theft, fraud, suspicious items, or other security concerns arise. Reception and Visitor Services Direct reception and visitor services operations and establish service standards for front desk personnel. Ensure professional and courteous service is provided to visitors, clergy, employees, vendors, and guests. Oversee visitor management procedures, reception protocols, telephone directory information, and front desk operations. Ensure adequate reception staffing and coverage based on building operations and organizational needs. Provide leadership, supervision, training, scheduling, and performance management for assigned departmental personnel. Establish clear expectations for accountability, professionalism, attendance, customer service, and operational performance. Participate in recruitment, selection, onboarding, training, and development of Building Operations and Security personnel. Review staffing levels, assignments, leave requests, overtime requirements, and daily coverage to ensure operational continuity. Delegate responsibilities to the Building Operations Manager and other supervisory personnel while maintaining overall accountability for departmental performance. Vendor and Contract Administration Manage and oversee vendors, contractors, consultants, and service providers supporting building operations and security. Develop scopes of work, obtain and review proposals, evaluate bids, and make recommendations regarding vendor selection and service agreements. Monitor contract compliance, service delivery standards, warranties, preventive maintenance requirements, and vendor performance. Review invoices and supporting documentation for accuracy and ensure expenditures are appropriate and properly authorized. Identify opportunities to improve service quality, operational efficiency, and cost effectiveness. Budget and Financial Administration Assist in the development and management of the Building Operations and Security budget. Monitor departmental expenditures, service contracts, maintenance costs, overtime, and project-related expenses. Review financial commitments and recommend operational priorities based on organizational needs and available resources. Maintain appropriate documentation and accountability for departmental purchases, invoices, and expenditures. Events and Administrative Support Oversee operational and security support for meetings, conferences, special events, and Archdiocesan functions. Coordinate with departments and leadership regarding event logistics, room setup, building access, security, HVAC, cleaning, fire safety, and other support requirements. Determine staffing and operational coverage requirements for after-hours and weekend events. Develop and implement departmental policies, procedures, forms, and operational standards to support consistent service delivery. Leadership and Coordination Serve as the principal point of contact for Building Operations and Security matters involving Archdiocesan leadership, internal departments, property management, vendors, and outside agencies. Advise senior leadership regarding facility operations, security concerns, operational risks, staffing needs, vendor performance, and significant incidents. Prepare reports, recommendations, incident summaries, project updates, and other documentation as required. Promote a safe, secure, professional, responsive, and service-oriented environment throughout the facility. Other Duties Maintain availability to respond to significant building, operational, security, and emergency matters as necessary. Perform additional duties and special projects as assigned by the Chief Administrative Officer and Archdiocesan leadership. Education, Experience, and Skills Associate degree or equivalent combination of education and relevant experience preferred. Minimum of seven (7) years of experience in building operations, facilities management, security, or a related field, with supervisory or management experience. Strong organizational, communication, computer, and problem-solving skills. Demonstrated professionalism, sound judgment, discretion, and ability to maintain effective working relationships and promote teamwork. Compensation range for this position is: $110,000 - $125,000 annually. This position is considered exempt and not eligible for overtime. #J-18808-Ljbffr Archny