Managing Director of Office and Facilities Management

IFF•Detroit, MI

8d•Hybrid

About The Position

The Managing Director of Office and Facilities Management (Director) will build and lead the newly formed Office & Facilities function. The Director’s work spans six core areas: office operations; real estate and facilities planning and management; financial management and budget oversight; office vendor and supplier management; people and culture support; and health, safety, and compliance. The Director sets strategy; establishes policies, systems, processes, and procedures; manages vendors and budget; leads office acquisitions, renovations, and buildouts; owns IFF’s office lease relationships; and ensures every IFF office space reflects our organizational values — including our commitments to equity, diversity, and inclusion. The Director will work in close partnership with Talent Management, IT, Finance, and Legal, as well as other department heads. IFF is looking for candidates with a commitment to the work we do who can demonstrate their creativity, diligence, enthusiasm, growth-mindset, thoughtfulness, and passion to make meaningful change in the areas of economic and racial justice.

Requirements

High school diploma or equivalent required.
Minimum of eight years of office management, workplace operations, or facilities management experience, including managing facilities across three or more locations.
Demonstrated experience with lease management, broker relationships, and real estate coordination.
Budget ownership experience, including invoice management, purchasing card administration, and CapEx proposals.
Strong vendor management and contract negotiation skills.
Experience supporting hybrid or distributed workforces.
Regular travel to IFF offices.
Occasional early start or extended hours and evening or weekend work.

Nice To Haves

Associate’s or bachelor’s degree in Facilities Management, Business Administration, or a related field is preferred, but not required.
Equivalent combinations of education, training, and relevant experience will be considered.
Candidates with substantial experience in office operations, facilities management, building maintenance coordination, vendor management, or workplace services are strongly encouraged to apply.
IFMA CFM, FMP, or similar certification preferred but not required.

Responsibilities

Serves as the primary core operations and infrastructure contact for every IFF office, ensuring consistency in office standards, branding, and amenities across all locations.
Identifies process inefficiencies across offices and proactively implements solutions, and resolves any regional inconsistencies.
Supervises all office managers and coordinators and supports onboarding and training for all administrative staff.
Maintains seating charts for each office and ensures seating arrangements will accommodate company growth.
Oversees enterprise-wide office supply and equipment procurement and develops and implements a standardized approach across all office locations.
Manages all office equipment leases and partners with IT on technology assets and infrastructure.
Conducts regular site visits to all office locations and check-ins with staff representatives at each location.
Gathers routine employee feedback on office operations and acts on findings to improve employee experience.
Manages all building relationships – property managers, landlords, and building management teams.
Serves as emergency contact for all office facilities across the IFF footprint.
Owns the facilities request and resolutions system for each site, administering tenant portals, submitting and tracking work orders, and contracting with external vendors for maintenance as needed.
Establishes SLAs and holds building management accountable for resolution times.
Serves as the primary point of contact with brokers negotiating leases and related agreements on behalf of IFF.
Partners with the COO, Legal, and Finance on all lease decisions, including new agreements, extensions, modifications, and terminations.
Ensures lease compliance, including space use, payment standards, and all obligations per executed agreements.
Tracks and manages lease milestones, including security deposit refunds, O&M increases, tax payments, renewal windows, etc.
Leads new office buildouts and moves from search through opening, including site selection, contractor coordination, space planning and seating arrangements, and IT/security infrastructure.
Maintains consistency across offices through adherence to the IFF Master Facilities Plan and coordinates with Real Estate Solutions to ensure regular review and updates to the plan.
Owns the annual office and facilities budget, partnering with Finance & Accounting to build budget proposals and track actual expenditures.
Leads CapEx project proposals for office renovations, buildouts, and major equipment purchases.
Manages the IFF Purchasing Card and administers all invoice processing for office and facilities-related expenditures.
Monitors and ensures timely payment of office rents, utilities, vendors, supply orders, and equipment rentals and purchases across all sites.
Addresses inconsistencies in method of payment and coordinates purchase authorizations to align to expense approval policies and procedures.
Tracks cost per seat and reports on office and facilities spend.
Identifies and implements cost savings without compromising quality of service and support.
Maintains and manages relationships with all office and facilities vendors (e.g., cleaning, maintenance, shredding, recycling, water, internet, building services, etc.).
Assesses potential and existing vendors through an equity, diversity, and inclusion lens.
Follows established processes and procedures for evaluating pricing and performance.
Negotiates vendor and supplier contracts and manages services agreements for optimal operations at each office location.
Works with Finance & Accounting to ensure timely payment of all external vendors and seeks resolution for any discrepancies.
Partners with Talent Management and leadership to ensure IFF office spaces actively reinforce organizational culture and values.
Aligns to IFF Master Facilities Plan to treat equity, diversity, and inclusion as an office design standard, embedded in every space decision, renovation, and new buildout.
Owns the employee workplace experience – from new hire onboarding logistics to day-to-day operational quality and efficiency.
Ensures all sites meet ADA, OSHA, and applicable state and local health and safety requirements.
Chairs the Safety Committee, organizes and leads all safety committee meetings, and owns safety goals across the footprint.
Conducts regular safety assessments and maintains and updates the Safety Handbook and evacuation guides.
Coordinates safety orientations for all new hires and partners with Talent Management on OSHA requirements.
Serves as point of contact with building management on safety-related matters and code compliance.
Demonstrates a commitment to equity, diversity, and inclusion.
Promotes an environment of empathy and respect, ensures the inclusion of all team members, and will actively engage in EDI events and learning opportunities.