Director of Facility Operations

Description

Employment Type: Full-Time, On-Site

Reports To: Director of Finance and Investments

The New York City District Council of Carpenters Benefit Funds is seeking an experienced Director of Facility Operations to lead key administrative, records-management, mailroom, facilities and operational functions across the organization. The Director will supervise assigned staff, manage vendors and major projects, and ensure that essential services operate efficiently, securely and without interruption.

This is a senior, hands-on management position requiring strong leadership, project-management and vendor-management experience. Initial priorities will include a comprehensive document-scanning and records-management initiative and a multi-floor office relocation and reconfiguration, while maintaining responsibility for day-to-day operations.

• Provide direct leadership and supervision to the Records Department, Mailroom and other assigned operational functions.
• Establish clear responsibilities, performance expectations, service standards and practical measures for workload, service levels, backlogs and errors.
• Manage staffing, scheduling, assignments, attendance, training, performance and professional development in coordination with Human Resources.
• Ensure adequate coverage for daily functions, absences, peak workloads and operational disruptions.
• Communicate organizational priorities, deadlines and procedural changes, and promote accountability, accuracy and responsiveness.
• Review workflows and recommend staffing, technology and process improvements while maintaining appropriate segregation of duties, confidentiality and internal controls.

• Oversee the receipt, organization, retrieval, storage, retention and disposition of Fund records, including off-site storage and secure destruction services.
• Lead a comprehensive document-scanning and records-digitization project involving multiple departments and record types.
• Develop and manage a project plan covering document inventory, preparation, indexing, scanning, quality control, electronic storage, retention and secure destruction.
• Establish priorities, production schedules and measurable completion targets; monitor volumes, backlogs, error rates, costs and vendor performance.
• Ensure scanned records are complete, accurate, legible, searchable and assigned to the correct participant, employer, matter or record category, with appropriate exception-resolution procedures.
• Coordinate departmental participation so records remain available for ongoing operations.
• Coordinate retention, confidentiality, privacy, information-security and litigation-hold requirements with IT, counsel and responsible departments.
• Maintain chain-of-custody controls and ensure original documents are not destroyed until required quality-control and authorization steps are complete.
• Develop and maintain written records-management procedures and retention schedules.

• Supervise incoming, outgoing, interoffice, certified, overnight and courier mail operations.
• Ensure timely sorting, routing, tracking and delivery of mail and packages, including proof of delivery for accountable mail.
• Establish procedures for confidential, time-sensitive, legal, participant-related, delayed, misdirected, returned and unidentified mail.
• Coordinate courier, postage, shipping and mail-equipment vendors; monitor costs, equipment, supplies and service agreements.
• Maintain written mail-handling, escalation, security and business-continuity procedures and ensure continuity during office moves, construction, emergencies and other disruptions.

• Oversee day-to-day facility operations for the Fund Office and other assigned locations and serve as a principal operational contact with building management.
• Lead office relocations and reconfigurations involving several floors, including sequencing, department moves, employee communications, technology, telecommunications, records, mail operations, signage, security and business continuity.
• Coordinate construction, moving, furniture, electrical, telecommunications and other vendors, and establish move schedules and readiness checklists.
• Work with IT to ensure workstations, telephones, printers, copiers and system access are operational when employees move.
• Coordinate the secure relocation of records and sensitive materials and oversee furniture and equipment…