Associate Director, Facilities

Overview

We are looking for an experienced Associate Director of Facilities, office-based from our Global Headquarters location in Cincinnati, OH. In addition to overall responsibility for our Global Headquarters Campus, this position will have responsibility for an assigned region of offices as well as countries where we do not currently have physical offices, but maintain operations in both North America and South America.

This role is responsible for Facilities (Office Services, Administration, Property Management and Office Project Management) functions and line management of Facilities associates in their region.

• Corporate Campus Oversight:
  Responsible for overall appearance and management of our corporate campus, located at Madison Square in Cincinnati;
  Supervise local service providers, provide input and planning for installations, ongoing maintenance and scope of services to be provided;
  Works closely with other businesses at Madison Square in order to coordinate services, events, and other logistical items where Medpace and the wider development are concerned;
  Partner with campus security team to ensure campus operations are safe and secure during all hours;
  Develop and communicate plans for construction and other development projects in relation to campus traffic, security, and programming;
  Work with senior leadership on wider campus initiatives and employee engagement events to promote a healthy, collaborative workplace for all associates on our corporate campus.
• Office Services:
  Line management of Facilities associates and management who support overall office administration, finance and other support services;
  Vendor sourcing, selection and management for Facilities related vendors;
  Provides oversight and inspection of overall office conditions and creates action plans for correction/maintenance as necessary;
  Responsible for management of Health & Safety initiatives, risk assessments, training and compliance.
• Office Administration:
  Work closely with finance, legal, HR and IT to manage overall office administration of services, vendors and processing tasks;
  Maintain accurate records and trackers related to office leasing, vendor contracts and capital expenditures;
  Support development of annual budgets and forecasts in partnership with Global Head of Facilities;
  Responsible for reviewing and pre-approving expense reports and vendor invoices to ensure compliance with accounting and invoicing standards. Ensure that expenses approved are within approved budget limits as necessary;
  Support Head of Security with local office security controls/projects as necessary (Access Controls, Cameras, Physical Controls);
  Support Business Continuity program and incident response in partnership with company leadership.
• Property Management:
  Line Management of Maintenance Management and Indirect Management of Maintenance team, supports maintenance workload planning and project management of maintenance projects in partnership with Maintenance management;
  Manage relationships with landlords, building managers and associated companies to ensure terms of our leases and agreements are upheld and are in compliance;
  Ensure building management is providing a safe, secure and clean building for our associates and our visitors;
  Support Global Head of Facilities with real estate activities such as working with local brokers, identifying property options, collecting and negotiating leasing terms and providing feedback on potential landlord interactions as part of the overall decision making process;
  Ensure that end of lease activities are planned for and completed to lease expectations (examples: dilapidations, return of space, close out inspections).
• Office Project Management:
  Works with Global Head of Facilities on office design, layout and scope of work for office construction projects (new offices, remodels, modifications, etc.);
  Create and manage Request for Proposals (RFP) process for all vendors related to office projects, works with IT and Global Head of Facilities on scope and services to be included, as well as preparing an overall RFP summary report to facilitate decision making and…