THE ROLE

This role will report into and work very closely with the Real Estate & Facilities Director, Americas, as well as the wider department team, working closely with the FM Service provider, with overall responsibility for the management of all hard and soft services at Sotheby’s New York complex and off-site storage unit. The role holder will need to deputise for the department head as and when required.

Within this, the role will need to ensure that deadlines and targets are achieved by all team members, the FM Service provider and all contractors in line with Health and Safety, environmental and company procedures and all other legislative standards. The role will also work closely with our Risk / Security and Auction Operations departments with a need to adapt to senior management requirements.

This role is required to initiate and establish standards for quality and service responsiveness, that are required to be supported under contracts, and additionally, monitor and control results to ensure the highest level of performance with available resources to satisfy Sotheby’s goals and objectives. There will be a requirement to develop and maintain a culture of continuous improvement and coordinate response and mitigation efforts to prevent or minimise personal injury and loss of property, whilst striving for industry best practice and service excellence.

A key objective will be to ensure employees have the right space, tools, workstations, environment and general soft services within the constraints of the business to provide the best possible environment for employees whether working from the office, or at home. Within this there will be a focus on developing excellent relationships, seeking to understand requirements and at all times, exceed expectations where possible.

RESPONSIBILITIES

Property & Asset Management

• Support the business in the ongoing development of business strategy in line with current and emerging needs.
• Contribute to and maintain building/estate development plans, as well as supporting the change management process and associated Service Level Agreements (SLAs) ensuring risks are mitigated.
• Having a thorough and detailed knowledge of all Real Estate matters including owned properties, leasehold and operational responsibilities.
• Produce management reports in accordance with the needs of the business.
• Ensure a robust system is in place with FM Service provider to trace service and maintenance issues, ensuring resolution in a timely and cost-effective manner.
• Be fully up to speed with the Request Manager function with the Office Space software system utilized on site.
• Maximize efficiencies within the existing service contracts, managing costs effectively.
• Ensure that the insurance needs of the properties are met (insurance inspections and contractor control).
• Work with Department Head to review legal documents and monitor leases, to ensure compliance with obligations.

Building Maintenance

• Be fully accountable for the aesthetics of the buildings ensuring a high visual standard is maintained and oversee regular inspections for all properties, guaranteeing these are conducting at regular intervals and that any observations or issues are actioned accordingly.
• Oversee and Manage contractors. Alongside FM Service provider, to ensure work is carried out to a high standard.
• Manage an effective planned and reactive maintenance service for all hard services, especially M&E and fabric maintenance.
• Ensure galleries aesthetics are maintained as required especially over the Summer period to ensure they are ready for busy sales calendar.
• Oversee all relevant documentation including O&M’s, Asbestos Register and Water treatment Log Books.
• Assist with works and capital investment planning for maintenance for future years.
• Ensure that the premises, plant, machinery and work activities are maintained and operate in compliance with legislation and safe working practice.
• Implement and review the operation of Permit to work procedures, Risk Assessment, Method statements and Safe Systems of work closely alongside the Health & Safety Coordinator.
• Ensure that all business-critical support systems are regularly serviced and tested and control measures are in place to ensure 100% uptime.

Space Management

Required

• Educated to degree level or equivalent with excellent MS office skills.
• Previous senior facilities management experience with responsibility for multi properties within a complex estate environment, including line management responsibility.
• Working in an FM outsource Service provider model.
• Workplace and space management experience.
• Significant contractor management and that of multiple service agreements.
• Excellent customer service, interpersonal, communication and people engagement skills.
• Good analytical, planning and organisational skills.
• Ability to interpret and utilise financial and commercial information.
• Capability to manage multiple workloads and shifting priorities.
• Positive approach to learning in role and identifying own training needs as appropriate.
• Self-motivated and able to work under own initiative within a team environment.
• Negotiation skills; including stakeholder management at all levels is essential
• IOSH managing safely qualification.
• Experience of managing conflicting expectations of senior management and consumers.

Desirable

• CAFM / Space Management software system experience (in particular OfficeSpace)
• CAD experience

The proposed base salary for this position ranges from $120,000 - $140,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. 

The Company is an equal opportunity employer.  All employment decisions and personnel actions at the Company are administered without regard to race, color, religion, sex, sexual orientation, marital status, creed, national origin, age, disability, genetic predisposition, natural hair or hairstyle, reproductive health, partnership status, sexual orientation or alienage or citizenship status, transgender status, domestic violence victim status, military or veteran status, or status in any group protected by applicable federal, state or local law.  This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, transfer, leaves of absence, compensation, and training.