Director of Facilities

Williams Mullen•Richmond, VA

61d

About The Position

The Director of Facilities oversees space planning, renovations, maintenance & repairs, lease management, conference room services, safety training, ergonomic assessments office supplies and furniture purchasing. This position is also responsible for working with the firm s outsource vendor to provide efficient and accurate Business Services including mail, copy, fax, and reception services. The Director of Facilities will serve as the primary contact for property management. Negotiate management leases and establish relationships with facility-related contractors and vendors to ensure a positive and productive experience for all employees, including the development, scheduling, and implementation of preventative maintenance programs.

Requirements

Requires a Bachelor's degree in facilities management, business administration, construction management, engineering, or related field.
Requires a minimum of 10 years of experience in facilities management, with at least 5 years in a leadership role overseeing multiple facilities.
Strong expertise in building systems, construction project management, property maintenance, and space optimization.
Proven experience with vendor management, contract negotiation, and budget oversight.
Expertise in managing large-scale construction and renovation projects, from initial planning to execution and occupancy.
Excellent communication and interpersonal skills, with the ability to manage relationships across all levels of the organization and with external partners.
Experience with facility-related software (e.g., building management systems, work order systems, project management tools).
Strong understanding of local, state, and federal building codes, regulations, and compliance standards.
Travel required to firm offices as needed.

Responsibilities

Facilities and Property Management
Oversee the maintenance and property management of the firm offices, ensuring all locations meet operational standards.
Develop and implement comprehensive facilities management plans, focusing on efficient space utilization, operational efficiency, and long-term sustainability.
Ensure that all building systems (HVAC, plumbing, electrical, fire suppression, vertical transportation, etc.) are functioning at peak efficiency and compliant with local, state, and federal codes and regulations.
Implement and monitor preventative maintenance programs to ensure the longevity and reliability of all building systems and equipment across all sites.
Manage the safety and security of the facilities, including security systems, access controls, emergency procedures, and compliance with relevant safety standards.
Conduct regular inspections of the offices to identify potential problems.
Space Planning and Optimization
Work with senior leadership to optimize facility layouts and space usage across all locations, ensuring that spaces are flexible and adaptable to the evolving needs of the firm.
Develop plans for space expansion, reconfiguration, and adaptive reuse of existing facilities to meet the growing needs of the firms programs and staff.
Oversee space allocation for staff, attorneys, and events, ensuring that all space is used efficiently while maintaining a supportive and functional environment.
Lead construction and renovation projects at all firm properties, coordinating with contractors, architects, and vendors to ensure projects are completed on time, within budget, and in accordance with the firms standards.
Take responsibility for overseeing the transition of new construction projects into fully operational spaces, including final inspections, quality control, and ensuring the facilities are functional before opening or occupancy.
Collaborate with the CAO and COO to integrate future construction and facility improvement plans with the firms strategic goals.
Ensure that all construction and renovation projects comply with zoning laws, building codes, and sustainability goals.
Oversee facility renovation projects, including planning, budgeting, contractor selection, and project oversight.
Vendor, Contract and Lease Management
Source, negotiate, and manage contracts with service providers, contractors, and vendors for building operations and maintenance services, including office services, hospitality, and security services, ensuring high-quality and cost-effective services.
Manage vendor relationships and performance, ensuring compliance with service level agreements (SLAs), timely completion of tasks.
Oversee the procurement process for all facility-related goods and services, including tools, equipment, systems upgrades, and the hiring of external vendors.
Negotiate lease terms with landlords, including rent, lease duration, renewal options, and tenant improvement allowances.
Track lease details such as start and end dates, rent payments, option periods, and any contractual obligations.
Forecast lease-related expenses, managing lease budgets, and identifying potential cost-saving opportunities.
Budget and Financial Oversight
Develop and manage facility-related budgets, including both operational and capital expenditures, ensuring all financial targets are met and cost-saving opportunities are identified.
Collaborate with the CAO to plan for large-scale facility projects, including capital improvement needs and long-term budgeting.
Provide regular updates and reports to senior leadership on facility expenditures, maintenance costs, and construction project budgets.
Health, Safety, and Compliance
Ensure compliance with all local, state, and federal regulations related to building operations, including health and safety codes, environmental regulations, fire codes, and accessibility standards.
Conduct routine safety audits and inspections to ensure that all properties remain in compliance with regulatory requirements and industry standards.
Leadership and Staff Supervision
Supervise and lead facilities teams of two (2) employees, providing guidance, training, and professional development opportunities.
Foster a collaborative work environment, ensuring that facilities staff is aligned with Administration and the firm s strategic vision.
Collaborate with the CAO to plan for staff growth in relation to new projects or facility expansions.