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About the Role

The Facilities Management unit is seeking a sharp execution-oriented Facilities Operations Officer to support the coordination of facilities, management, operational planning, and administrative priorities to ensure efficient day-to-day operations and successful execution of key initiatives.

Responsibilities

• Direct and coordinate the day-to-day administrative, financial and operational activities of Facilities and Operational Support Services.
• Supervise and provide guidance to assigned staff, fostering a culture of accountability, collaboration, and customer service.
• Manage and oversee the unit’s operating budget, including budget planning, forecasting, spending projects, expenditure monitoring, fiscal reporting, budget modifications and financial analyses to support executive decision-making.
• Serve as the primary liaison with vendors, contractors, and service providers.
• Oversee contract administration, procurement activities, purchase orders, requisitions, service agreements and invoice approvals to ensure compliance, fiscal accountability, and high-quality service delivery.
• Develop project plans, timelines, and deliverables; monitor progress, troubleshoot issues, and identify bottlenecks to ensure timely project completion.
• Coordinate operational activities across facilities support functions, including building maintenance services, space management, security service, warehousing operations, mailroom service, printing operations, vendor coordination and other related support functions.
• Provide operational and administrative support to the Executive Director, including preparation for meetings and assistance with presentations, memoranda, reports, and briefing materials.
• Develop and implement operational processes and standard operating procedures, to enhance efficiency, service delivery, regulatory compliance and workplace safety.
• Oversee staffing needs, resource allocation, hiring and onboarding coordination, and continuous employee development initiatives.
• Analyzing operational and financial data to support decision-making and identify opportunities for improvement.

Requirements

• Candidates must be a DOF employee serving permanently in the Administrative Manager civil service title or are reachable on the current Administrative Manager promotional exam no. 1552.
• Include Employee Identification Number (EIN) when applying.
• Indicate permanent civil service title or list no. for exam no. 1552 in cover letter.
• A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• Education and/or experience equivalent to the above.
• All candidates must possess the 18 months of administrative, managerial, executive or supervisory experience.
• Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Skills

• Sharp execution-orientation
• Coordination of facilities
• Management
• Operational planning
• Administrative priorities
• Budget management
• Forecasting
• Spending projections
• Expenditure monitoring
• Fiscal reporting
• Budget modifications
• Financial analyses
• Liaison with vendors, contractors, and service providers
• Contract administration
• Procurement activities
• Purchase orders
• Requisitions
• Service agreements
• Invoice approvals
• Project planning
• Timeline development
• Deliverable management
• Progress monitoring
• Issue troubleshooting
• Bottleneck identification
• Building maintenance services coordination
• Space management coordination
• Security service coordination
• Warehousing operations coordination
• Mailroom service coordination
• Printing operations coordination
• Vendor coordination
• Operational process development
• Standard operating procedure development
• Staffing needs oversight
• Resource allocation
• Hiring coordination
• Onboarding coordination
• Employee development initiatives
• Operational data analysis
• Financial data analysis

Location

• Remote work up to 2 days per week, pursuant to the Remote Work Pilot Program

Work Type

• Full-time
• Hybrid

Experience Level

• 18 months of administrative, managerial, executive or supervisory capacity
• Progressively responsible clerical/administrative experience

Education Level

• Baccalaureate degree
• Associate degree or 60 semester credits
• Four-year high school diploma or its educational equivalent

Salary/Compensations

• USD 88632 - USD 114849

About the Company

• NYC Department of Finance (DOF) is responsible for administering the tax revenue laws of the city fairly, efficiently, and transparently to instill public confidence and encourage compliance while providing exceptional customer service.
• DOF's Administration and Planning Division is responsible for managing and overseeing administrative and operational services for the agency.
• This includes the daily management of the Offices of Financial Management, Purchasing and Contracts, Operational Services, and Diversity and Inclusion.
• The Office of Operational Services coordinates and directs all facilities-related operational support services for both public and privately leased properties agency-wide, including space planning, telecommunications, security, fire safety, health and safety, and fleet and transportation operations.
• The division also includes the agency warehouse, print shop, and mailroom operations.

Equal Opportunity

• The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.