Deputy Director Real Estate Operations

Job Description

Job Description

THE ORGANIZATION 

The Center for Justice Innovation is a nonprofit organization dedicated to advancing community safety and racial justice. Since 1996, we’ve worked alongside communities, courts, and those most directly affected by the justice system to build stronger, healthier, and more equitable neighborhoods. With a team of over 900 staff and an annual budget of $130 million, the Center carries out its mission through three core strategies: 

1. Operating Programs that pilot new ideas and address local challenges; 

1. Conducting original research to evaluate what works—and what doesn’t; and 

1. Providing expert assistance and policy guidance to reformers across the country and beyond. 

Backed by decades of on-the-ground experience and nationally recognized expertise, we bring innovative, practical, and lasting solutions to justice systems nationwide. 
Learn more about our work at  

THE OPPORTUNITY 

The Center is seeking a Deputy Director of Real Estate Operations.  Reporting to the Senior Director of Real Estate and Administrative Operations, the Director is primarily responsible for Facilities Management, Property Management, Repair and Maintenance, Project Management, Capital Purchasing, Budget and Vendor Management.  The Deputy will collaborate with the Deputy Director of Administrative Operations on Fleet Administration and Liability Insurance.  The Deputy Director will ensure the highest quality of facilities care and compliance of all leased and occupied spaces throughout five boroughs of NYC, Newark, NJ and Syracuse.  

The Deputy Director will serve as the Senior Director’s backup and manage a strong Property and Facilities Management team.  They will be a strategic partner who uses their experience and creativity to solve problems and solve short term, long term and emergency issues effectively. 

Responsibilities include but are not limited to: 

Facilities Management 

• Lead Facilities department response emergencies, primarily in-person, within 8 calendar hours of reported incident; 

• Work with designers and site staff to develop construction, technological, mechanical and furniture plans; 

• Development of onsite logistics for major renovations, repairs and general construction projects; 

• Track all projects and repairs through ticketing systems, maintaining a high level of timely completion; 

• Ensure daily operational capacity for 40 sites.  Track all closures.  Strategize contingency planning; 

• Create facilities reports detailing open items, project updates and compliance issues; 

• Assist with repairs at project sites including but not limited to plumbing fixtures, lighting, electrical, hardware, carpentry, furniture building, drywall patch and paint; 

• Exercise independent judgment and evaluation of facilities needs, consider all reasonable options and associated costs and decide on the optimum course of action;   

• Create vendor and construction RFPs and track bids; 

• Coordinate with operating sites and facilities managers to coordinate special maintenance and improvement projects with assistance from community service supervisors and crews; 

• Assist Technology department with computer placement, wireless access point and camera installation; and;   

• Perform other duties as assigned. 

Property Management 

• Oversight of entire portfolio.  Create inspection criteria and oversee reviews of occupied sites, build relationships with property owners, strategize a continual site and operations improvement process; 

• Develop property improvement planning and budgeting.  Will develop initial estimates to submit to Financial Planning and Analysis leadership; 

• Assist Director with property searches, interface with Real Estate broker, help develop real estate strategy; 

• Oversight of Property Manager who is tasked with ensuring of timely rent payments and confirmation of rent increases, taxes, OPEX and additional expenses.  Identify conflicts and bring to Director’s attention; 

• Lead staff development particularly in areas of project management, scheduling, budgeting and repair closeout.  Set goals and help staff with professional development; 

• Coordinate with ownership, landlord and management company to address emergencies, schedule repairs and coordinate routine maintenance; 

• Regularly review sites for emergency procedures and ensure all sites are in compliance; 

• Maintain lease, contact and asset database, updates all electronic lease files and rent tracker; 

• Oversight of project management duties including tracking contractor payments, coordinating subcontractors and vendors, manage move logistics and other project related events for new construction and renovation/repair projects; 

• Bid, review and coordinate HVAC preventive maintenance program; manage PM visit schedule, cost analysis and communication; 

• Oversee in the selection and performance of vendor services, including preparation of request for proposals and service agreements. Monitor vendor performance to ensure compliance and standards established in the service agreement are being met.  Vendors include pest control, carting, data cabling, cleaning services, movers, security, custodial and furniture. Reconcile and submit vendor invoices; 

• Responsible for property safety compliance standards, assist in the Fire and Life Safety training, and maintain the building emergency response plans and procedures, along with related documentation; and; 

• Create Property Management summaries and reports.  

Project Management and Procurement 

• Oversight of day-to-day aspects of major capital and repair projects; 

• Planning, bidding and interviewing of contractors, subcontractors and project related vendors; 

• Tracking of project budget, ensure that all aspects of project are within scope and cost.  Identify issues, address problems, actively problem solve; 

• Tracking of schedule, maintaining that projects stay on time.  Identify schedule risks, communicate back to Director of Admin Ops; 

• Regularly inspect project site, confirm progress is in accordance to contract and lease documents; 

• Review change orders and progress requisitions.  Review closeout projects, review, approve/reject and submit invoices; 

• Communicate project updates through reports and internal meetings; 

• Review and develop scope for furniture, equipment and vehicle purchases; 

• Security device management; and; 

• Oversee leasehold improvements, large scale repair projects between $5,000-$50,000.  Bid and hire contractors, execute project, manage closeout. 

Qualifications: High school diploma and at least 10 years' experience in facilities management, maintenance and renovations; or a trade license and 5 years' experience (e.g. electrician, plumbing, HVAC). Ability to read construction, furniture and cabling documents.  Knowledge of all aspects of building systems, contractual maintenance, construction and related services. Excellent organizational and problem-solving skills and meticulous attention to detail required. Supervisory experience both with in-house staff and in project management required.  Must be able to effectively meet deadlines. The candidate must have excellent communication skills and the ability to communicate with all levels of management. The ideal candidate will have strong interpersonal, coaching and administrative skills. A valid New York drivers’ license and fewer than three points on the driving record is required. Must be proficient in Microsoft Office. Physical demands include the ability to lift 25 pounds frequently and up to 75 pounds occasionally; standing; walking; reaching; climbing a ladder; and pulling and pushing. 

Position Type: Full time. The standard work week is 35 hours. 

Position Location:  New York, NY. 

Compensation:  The compensation range for this position is $105,000 - $135,000 and is commensurate with experience. 

Benefits: The Center for Justice Innovation offers an excellent benefits package including comprehensive healthcare with a national network, free basic dental coverage, vision insurance, short-term and long-term disability, life insurance, and flexible spending accounts including commuter FSA. We prioritize mental health care for our staff and offer services like Talkspace and Ginger through our healthcare plans. We offer a 403(b) retirement plan with a two-to-one employer contribution up to 5%. 

The Center for Justice Innovation is an equal opportunity employer committed to fostering an inclusive and diverse workplace. We do not discriminate based on race, color, religion, gender identity, gender expression, pregnancy, national origin, age, military service eligibility, veteran status, sexual orientation, marital status, disability, or any other category protected by law. We strongly encourage and welcome applications from women, people of color, members of the LGBTQ+ community, and individuals with prior contact with the criminal justice system. Our goal is to create a supportive and respectful environment where everyone, regardless of background or identity, feels valued and included.

At this time, the Center is unable to sponsor or take over sponsorship of an employment visa. All applicants must be legally authorized to work in the United States at the time of application and throughout the duration of employment.

Candidates are expected to provide accurate and truthful information throughout the hiring process. Any misrepresentation, falsification, or omission of material facts may result in disqualification from consideration, withdrawal of an offer, or termination of employment, regardless of when discovered.

In compliance with federal law, all hires must verify their identity and eligibility to work in the United States and complete the required employment verification form upon hire. Please refer to the job posting for relevant contact information. If contact details are not provided, we kindly ask that you refrain from inquiries via phone or email, as only shortlisted candidates will be contacted.

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