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AVP, Projects & Facilities Operations, Corporate Administration & Infrastructure

Location: 

New York, US

Job Function:  Corporate Administration and Infrastructure Depart
Job Type:  Permanent
Req ID:  14846

The Corporate Administration & Infrastructure Department (CAID) is responsible for managing and implementing the GIC’s global policies pertaining to corporate real estate services, office administration and procurement, workplace sustainability and wellness, and business continuity. At CAID, we challenge boundaries on how to provide an excellent experience for our employees at work and to enhance theirs and our effectiveness and efficiency so that as a community, we bring our best to work. 

 

CAID is looking for a suitable candidate to manage projects and facilities for the Americas which has offices in New York, San Francisco, and Sao Paolo.  The role will be primarily managing the New York office’s expansion of at least 50K sq. 2-year project and supporting the management of San Francisco’s relocation of 20K+ sq. Ft.  There are approximately close to 300 employees and growing between the three offices.

 

Responsibilities:
Project Management
•    Prepare, distribute, and oversee RFIs and RFPs for various types of projects, level bids, provide recommendations, and award
•    Prepare project schedules, highlighting the critical path and establishing a budget for each project
•    Manage project requirements through deployment of creating schedules, scope of work, budget estimations, and project implementation, including risk mitigation
•    Coordinate internal and external resources, ensuring projects remain within scope, schedule, and defined budgets, in collaboration with project staff from various departments
•    Manage project progress and when necessary, adapt scope, timeliness, and costs to ensure that the project adheres to the project requirements
•    Establish and maintain processes to manage scope over the project lifecycle, setting project quality and performance standards, assessing, and managing risk across multiple projects.
•    Monitor and assign resources appropriately to streamline project efficiency and maximize deliverable outputs
•    Report project outcomes and/or risks to the appropriate management channels as needed- escalating issues as necessary based on the project plans
•    Ability to self-generate necessary documents and reports, including RFP’s, analysis spread sheet and succinct but comprehensive summary and recommendation emails as well as prepare business justification papers
•    Assist the SVP with preparing the Capex budget

 

Facilities Operations
•    Manage office facilities to ensure maintenance and repairs are addressed and resolved in a timely manner
•    Manage day-to-day operations and facilities services
•    Manage the facilities work order system to make sure requests are completed on a consistent basis
•    Assist the SVP with preparing the Opex facility budget
•    Manage any projects as directed by the SVP
•    Ensure the smooth operation of the office premises, e.g., BMS, security systems, UPS, cleaning, HVAC maintenance, etc

 

Office Administration and procurement
•    Coordinate and implement the sourcing of project related goods and services according to the company’s procurement guidelines
•    Solicit bids for facilities repairs and services
•    Prepare purchase orders for goods and services and track it against the budget to maintain cost control
 
For all the above areas, the incumbent will need to:
•    Build a positive team culture, inspire, and lead an existing team to deliver CAID’s aspirations and KPIs
•    Co-create, ideate solutions with HQ to achieve an optimal conducive work environment for GIC staff
•    Keep abreast of real estate developments, trends, and best practices in using digital solutions to manage workplace, embed sustainability and wellness in our facilities and operations, and ensure business continuity
•    Implement frameworks, processes, controls, and IT platforms effectively for administering policies pertaining to CAID functions
•    Periodic review and formulating policies in consultation with HQ
•    Ensure compliance to regulatory requirements

 

Experience and Attributes Requirements:
•    A Bachelor’s degree, preferably in Engineering, Architecture, Facilities 
•    7+ years of hands-on project management experience; PMP Certification or a lean six sigma green belt or equivalent credential will be an advantage
•    Exposure to budget and cost management 
•    Self-starter who can work in a fast-paced work environment with minimal supervision to drive initiatives and results 
•    Can work under pressure and respond to time-sensitive, crisis related issues 
•    Ability to flex to business needs, and adapt to evolving, last-minute changes impacting workplace management; can accommodate global time zones
•    Well-organised with a good sense of urgency and time management skills to meet deadlines 
•    Carries good sense of judgement, personal integrity, and intellectual curiosity
•    Competent, collaborate team player who can work alongside team members on corporate-wise projects and initiatives with emphasis on common results and goals
•    Strong customer-orientation and interpersonal skills; ability to foster trust and relationships with diverse business stakeholders, internally and externally and across all levels 
•    Excellent written, verbal communication and presentation skills
•    Team management experience is a plus
•    Knowledgeable in reading and understanding MEP and Architectural drawings
•    Proficiency in MS Suites to include Excel, Outlook, Word, PowerPoint, Projects, Planner

 

 

Our compensation philosophy reflects several principles. We strive to provide a competitive compensation package to attract and retain talent globally. We pay for performance, and reward sustainable results.

 

Total pay for this position comprises base pay and bonus. The anticipated base salary range for this role is between $90,000 and $120,000.

 

Bonuses, which may form a meaningful proportion of the total pay package, are determined based on company and individual performance.

Our PRIME Values

Our PRIME Values

GIC is a values driven organization. GIC’s PRIME Values act as our compass, enabling us to fulfil our fundamental purpose and objectives. It is the foundational bedrock which governs our behaviors, our decision making, and our focus. It informs both our long-term strategy as a firm, and the way we relate to our Client, business partners and employees. PRIME stands for Prudence, Respect, Integrity, Merit and Excellence.