Facilities Operations Officer

City of New York • New York, NY

6d • Hybrid

About The Position

The NYC Department of Finance (DOF) is seeking a Facilities Operations Officer to support the coordination of facilities, management, operational planning, and administrative priorities. This role ensures efficient day-to-day operations and successful execution of key initiatives within the Administration and Planning Division, specifically the Office of Operational Services. This office manages all facilities-related operational support services, including space planning, telecommunications, security, fire safety, health and safety, and fleet and transportation operations, as well as the agency warehouse, print shop, and mailroom. The Facilities Management unit is looking for a candidate with strong execution skills.

Requirements

• Must be a DOF employee serving permanently in the Administrative Manager Civil Service title or be 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 18 months of administrative, managerial, executive or supervisory experience.
• The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty.

Nice To Haves

• 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.

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.
• Analyze operational and financial data to support decision-making and identify opportunities for improvement.

Benefits

• Inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce
• Work environment that is free from discrimination and harassment

What This Job Offers

• Job Type: Full-time
• Career Level: Manager