Facilities Operations Officer

Important Note:

Candidates Must Be Permanent in the Administrative Staff

ANALYST CIVIL SERVICE TITLE OR ARE PERMANENT IN A COMPARABLE CIVIL SERVICE TITLE ELIGIBLE FOR A 6.1.9 TITLE CHANGE.

Please Include Your Employee Identification Number

(EIN) WHEN APPLYING AND INDICATE IN YOUR COVER LETTER YOUR PERMANENT CIVIL SERVICE TITLE.

The Administration and Planning Division is responsible for managing and overseeing administrative and operational services for the agency.

This includes the daily management of offices of Financial Management, Purchasing and Contracts, Operational Services, and Diversity and Inclusion.

The Department of Finance (DOF) currently occupies over 1 million square feet of space in 12 buildings in the five boroughs. The Office of Operational Services coordinates and directs all facilities-related operational support services for both public and privately leased properties agency-wide, including space planning, telecommunications, security, fire safety, health and safety, fleet, and transportation operations.

DOF's Administration and Planning Division is seeking a sharp execution-oriented Facilities Operations Officer to support our Executive Director of Facilities and Operational Support Services.

This role is responsible for supporting the coordination of facilities, management, operational planning, and administrative priorities to ensure efficient day-to-day operations and successful execution of key initiatives.

This position directs facility operations, contract administration, vendor management, budget oversight, and financial controls to ensure efficient, compliant, and cost-effective operations.

Reporting to the Executive Director of Facilities and Operational Support Services, the selected candidate will have Specific responsibilities but are not limited to the following:

• 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 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; track progress and troubleshoot challenges, identify bottlenecks to push projects forward
• Coordinate operational activities across facilities support function including building maintenance services, space management, security service, warehousing operations, mailroom service, printing operations, vendor coordination and other related support functions.
• Provides operational and administrative support to the Executive Director and helps prepare the Executive Director for meetings, assist with presentations, memos, and reports, including briefing.
• 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.
• Supervise and provide guidance to assigned staff, fostering a culture of accountability, collaboration, and customer service.
• Analyze operational and financial data to support decision-making and identify opportunities for improvement.

Additional Information: In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed between the City and the Collective Bargaining Unit representing employees serving in the civil service title.

Minimum Qualifications

• A master's degree from an accredited college in economics, finance, accounting, business or public administration, public health, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; or in management or methods analysis, operations research, organizational research or program evaluation; or in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management. Eighteen (18) months of this experience must have been in an executive, managerial, administrative, or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
• A baccalaureate degree from an accredited college and four years of professional experience in the areas described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above; or
• An associate degree or completion of 60 semester credits from an accredited college and six years of full-time satisfactory full-time professional experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above; or
• A four-year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and eight years of full-time satisfactory full-time professional experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above; or
• A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma and at least two years of experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above.

Preferred Skills

• Experience in facilities management, operations, contract administration, and budget oversight.
• Strong knowledge of procurement practices, contract management, and financial controls.
• Demonstrated ability to manage complex vendor relationships and multiple concurrent projects.
• In-depth knowledge of operational service functions, processes, and best practices.
• Strong leadership and people management skills, with the ability to motivate and lead teams effectively.
• Excellent strategic thinking, problem solving, and decision-making abilities.
• Excellent communication and interpersonal skills, ability to collaborate and influence at all levels of the agency, and ability to effectively liaise with tenants, stakeholders, contractors, and regulatory bodies.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.