Facilities Operations Officer

City of New York•New York, NY

9d•Hybrid

About The Position

The Department of Finance’s Administration and Planning Division is seeking an execution-oriented Facilities Operations Officer to support the Executive Director of Facilities and Operational Support Services. The division manages administrative and operational services, while the Office of Operational Services coordinates facilities-related support across the agency’s public and privately leased properties. DOF occupies more than 1 million square feet across 12 buildings in the five boroughs. The position supports coordination of facilities management, operational planning, and administrative priorities to ensure efficient daily operations and successful execution of key initiatives. It directs facility operations, contract administration, vendor management, budget oversight, and financial controls to promote efficient, compliant, and cost-effective operations. The position reports to the Executive Director of Facilities and Operational Support Services. Applicants must be permanent in the Administrative Staff Analyst civil service title or permanent in a comparable civil service title eligible for a 6.1.9 title change. Applicants should include their employee identification number and state their permanent civil service title in their cover letter. The role may be eligible for remote work up to two days per week under the Remote Work Pilot Program agreed between the City and the collective bargaining unit representing employees in the civil service title. The position requires verification of identity and eligibility to work in the United States and completion of the required employment eligibility verification document upon hire. Qualification pathways include a relevant master’s degree and two years of qualifying professional experience; a bachelor’s degree and four years; an associate degree or 60 semester credits and six years; a high school diploma or equivalent and eight years; or an equivalent combination of education and experience. Qualifying experience covers areas such as budget administration, accounting, fiscal or economic administration or research, management or methods analysis, operations research, organizational research, program evaluation, personnel or public administration, and related fields. Each pathway requires 18 months in an executive, managerial, administrative, or supervisory capacity, including supervision of staff performing professional work in the specified areas. Under the equivalent-combination pathway, all candidates must have a high school diploma and at least two years of qualifying experience, including the required 18 months of qualifying leadership or supervisory experience.

Requirements

Must be permanent in the Administrative Staff Analyst civil service title or permanent in a comparable civil service title eligible for a 6.1.9 title change.
Must include an employee identification number when applying and indicate the permanent civil service title in the cover letter.
Must meet one of the stated education and qualifying professional-experience pathways: relevant master’s degree plus two years; bachelor’s degree plus four years; associate degree or 60 semester credits plus six years; high school diploma or equivalent plus eight years; or an equivalent combination.
All qualification pathways require 18 months of executive, managerial, administrative, or supervisory experience; supervision must include staff performing professional work in the specified fields.
Under the equivalent education/experience pathway, must have a high school diploma and at least two years of qualifying experience, including 18 months of qualifying leadership or supervisory experience.
Must verify identity and eligibility to work in the United States and complete the required employment eligibility verification document upon hire.

Responsibilities

Direct and coordinate the day-to-day administrative, financial, and operational activities of Facilities and Operational Support Services.
Manage and oversee the unit’s operating budget, including budget planning, forecasting, spending projections, expenditure monitoring, fiscal reporting, budget modifications, and financial analyses.
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; track progress, troubleshoot challenges, and identify bottlenecks to move projects forward.
Coordinate facilities support operations, including building maintenance, space management, security services, warehousing, mailroom service, printing operations, vendor coordination, and related support functions.
Provide operational and administrative support to the Executive Director, including meeting preparation and assistance with presentations, memos, reports, and briefings.
Develop and implement operational processes and standard operating procedures to improve efficiency, service delivery, regulatory compliance, and workplace safety.
Oversee staffing needs, resource allocation, hiring and onboarding coordination, and continuous employee development initiatives.
Supervise and guide assigned staff, fostering accountability, collaboration, and customer service.
Analyze operational and financial data to support decisions and identify improvement opportunities.