Director of Real Estate & Facilities

Job Description

Job Description

The Director of Real Estate & Facilities oversees lease management and broker relationships, space planning, renovations, maintenance & repairs, 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 Real Estate & 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.

Key Duties & Responsibilities

Facilities and Property Management

• Oversee the operation, maintenance, and 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.
• Oversee day-to-day operations of buildings, ensuring a clean, safe, and well-maintained environment for staff, artists, and visitors.
• Conduct regular inspections of the offices to identify potential problems.

Lease Management

• Lease Negotiation and Renewal: Negotiate lease terms with landlords, including rent, lease duration, renewal options, and tenant improvement allowances.
• Lease Administration: Track lease details such as start and end dates, rent payments, option periods, and any contractual obligations.
• Space Management: Analyze space utilization needs, identifying potential cost savings through space optimization, and managing office relocations
• Lease Compliance: Ensure adherence to all lease terms and conditions, including reporting requirements and property maintenance standards.
• Vendor Management: Manage relationships with landlords, brokers, contractors, and other vendors related to lease management.
• Budgeting and Cost Analysis: Forecast lease-related expenses, managing lease budgets, and identifying potential cost-saving opportunities.
• Risk Mitigation: Proactively identify potential lease risks, such as early termination clauses or non-compliance issues, and developing mitigation strategies.
• Strategic Planning: Collaborate with senior management to develop long-term real estate strategies, including lease renewal plans and potential expansion needs.
• Facility Maintenance and Operations: Oversee routine maintenance, repairs, and renovations within the leased space, ensuring compliance with building codes and safety standards.
• Communication and Collaboration: Communicate lease updates and changes to key stakeholders within the organization, including department heads and executives.

Vendor and Contract 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.

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.

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.

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.
• Develop, implement, and manage safety programs across all sites, including training staff on safety procedures and maintaining up-to-date compliance documentation.
• 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 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.
• Manage staffing needs and recruitment for the facilities department, ensuring that all positions are filled with qualified individuals.
• Collaborate with the CAO to plan for staff growth in relation to new projects or facility expansions.

Required Skills & Experience

• Bachelor's degree in facilities management, business administration, construction management, engineering, or related field.
• 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.

Williams Mullen is an equal opportunity employer committed to a culturally diverse workforce. All qualified applicants will receive consideration for employment without regard to age, race (including characteristics commonly associated with race, including hairstyle), color, ethnicity, national origin, religion, creed, medical condition including pregnancy and childbirth, disability, genetic information, genetic information, gender identity and expression, marriage or parental status, sexual orientation or Veteran’s status.