Head of Facilities

Head Of Facilities

New York, United States

Established in 1744, Sotheby's promotes access and ownership of exceptional art and luxury objects through auctions, private sales and retail. Our deep expertise across 70 selling categories is supported by a leading technology platform and a global network of specialists spanning 40 countries. Selling categories include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits and Design, as well as collectible cars and real estate through RM Sotheby's and Concierge. Sotheby's Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby's new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City.

The Role

This role will report into and work very closely with the Real Estate & Facilities Director, Americas, as well as the wider department team, working closely with the FM Service provider, with overall responsibility for the management of all hard and soft services at Sotheby's New York complex and off-site storage unit. The role holder will need to deputise for the department head as and when required.

Within this, the role will need to ensure that deadlines and targets are achieved by all team members, the FM Service provider and all contractors in line with Health and Safety, environmental and company procedures and all other legislative standards. The role will also work closely with our Risk / Security and Auction Operations departments with a need to adapt to senior management requirements.

This role is required to initiate and establish standards for quality and service responsiveness, that are required to be supported under contracts, and additionally, monitor and control results to ensure the highest level of performance with available resources to satisfy Sotheby's goals and objectives. There will be a requirement to develop and maintain a culture of continuous improvement and coordinate response and mitigation efforts to prevent or minimise personal injury and loss of property, whilst striving for industry best practice and service excellence.

A key objective will be to ensure employees have the right space, tools, workstations, environment and general soft services within the constraints of the business to provide the best possible environment for employees whether working from the office, or at home. Within this there will be a focus on developing excellent relationships, seeking to understand requirements and at all times, exceed expectations where possible.

Responsibilities

Property & Asset Management

• Support the business in the ongoing development of business strategy in line with current and emerging needs.
• Contribute to and maintain building/estate development plans, as well as supporting the change management process and associated Service Level Agreements (SLAs) ensuring risks are mitigated.
• Having a thorough and detailed knowledge of all Real Estate matters including owned properties, leasehold and operational responsibilities.
• 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, ensuring resolution in a timely and cost-effective manner.
• Be fully up to speed with the Request Manager function with the Office Space software system utilized on site.
• Maximize efficiencies within the existing service contracts, managing costs effectively.
• Ensure that the insurance needs of the properties are met (insurance inspections and contractor control).
• Work with Department Head to review legal documents and monitor leases, to ensure compliance with obligations.

Building Maintenance

• Be fully accountable for the aesthetics of the buildings ensuring a high visual standard is maintained and oversee regular inspections for all properties, guaranteeing these are conducting at regular intervals and that any observations or issues are actioned accordingly.
• Oversee and Manage contractors. Alongside FM Service provider, to ensure work is carried out to a high standard.
• Manage an effective planned and reactive maintenance service for all hard services, especially M&E and fabric maintenance.
• Ensure galleries aesthetics are maintained as required especially over the Summer period to ensure they are ready for busy sales calendar.
• Oversee all relevant documentation including O&M's, Asbestos Register and Water treatment Log Books.
• Assist with works and capital investment planning for maintenance for future years.
• Ensure that the premises, plant, machinery and work activities are maintained and operate in compliance with legislation and safe working practice.
• Implement and review the operation of Permit to work procedures, Risk Assessment, Method statements and Safe Systems of work closely alongside the Health & Safety Coordinator.
• Ensure that all business-critical support systems are regularly serviced and tested and control measures are in place to ensure 100% uptime.

Space Management

Contribute to the property, facilities and procurement department strategy by managing space and occupancy in the most efficient way and working alongside colleagues delivering space management projects and changes.Take leadership of space management software system, Office Space,Work collaboratively with department colleagues and other departments to determine population and occupancy projects alongside level of staffing required and space planning.Support the changing requirements of the business while keeping in line with the wider space management strategy.Monitor and track occupancy levels and escalate as required.Work closely with a CAD expert to ensure maximum utilization of office space, ensuring the right teams/people are sat in the right locations within the Mayfair complexes and building plans are constantly up to date.Manage and develop stakeholder relationships through a concrete action plan (presentation, proactive proposals, expert collaboration, etc.) in order to build an added value and credibility for our workplace solution strategy.Third Party Supplier ManagementLeading the FM Service Provider relationship and contract with proactive management of various third-party contracts and providers of outsourced services, recommending service provider corrective action where needed.Conduct Contractor RFPs with FM Service provider, working closely with worldwide Facilities teams to ensure alignment.Key point of liaison for FM Service provider in overseeing all contractors and key business stakeholders, as well as a point of escalation for all issues.Daily management of contracted teams on site to deliver SLAs and standards working closely with FM Service provider.Close liaison across the business on all maintenance works, ensure resolution in a timely, and cost effective manner.Project ManagementDirectly manage planned and ad-hoc projects; this may involve replacement of plant & equipment, minor fit out works, support to an external Projects Management Team (in all cases where the CMD Regulations apply), furniture moves, painting and decorating etc. Ensuring that the aims of the budget and aims of the project are met and heritage requirements and quality standards adhered to. Control measures include:Ensure that Planning Applications and HSE Notifications for Construction Work are completed, Principal Contractors and Principal Designers are appointed.Check Contractor RAMS.Space plans kept up to date.Mitigate Business Risks by Ensuring Completion in a timely and orderly fashion.Management of Workflows on any Systems Management portal as provided.Team ManagementAvailable to provide management cover for onsite team during the evening sales and events as required.Ensure a customer focused approach to FM is instilled in the team, leading the FM Service provider contract and relationship.Establish regular communication at an individual and team level.Conduct all appraisals and performance reviews with any direct reports as required and set/review goals in line with strategic objectives of the organisation.Drive innovation and continuous improvement of people, systems, processes and services.Respond to critical alerts, emergency alarm activations and overseeing contractors outside working hours when necessary and ensure Business Continuity Planning and Disaster Recovery.Support other teams in identifying opportunities based on their needs to maximize performance and growth whilst reducing costs.Budget ManagementPlay an active role in closely managing the OPEX and CAPEX budgets for the department.Work closely with the Head of Department to set and plan annual budgets.Work closely with the Finance department in managing budget and reacting as necessaryWelfare and Statutory ComplianceEnsure that statutory requirements and company policies and procedures are followed, and deadlines met.Monitor, interpret and implement changes in regulatory requirements as well as coordinating completion of annual compliance reports, contracts and documentation working closely with FM Service provider.SustainabilityEnergy & waste management at the site and carry out reviews of best practice for ongoing environmental improvements.Make periodic checks of systems operating outside of working hours.Active involvement in the promotion of Sustainability & Waste Management in all areas of the role and ensuring reporting is suitably defined and delivered.

Ideal Experience & Competencies

Required

• 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.