Deputy Director of Office Services

Description

Deputy Director of Office Services assists in managing the daily activities of office staff to ensure efficient operations, service, and expense controls. This role will act as a liaison to HDC's office to facilitate the support of department-wide operations. The Deputy Director will report to the Chief of Office & Facilities Management.

• Assist in developing, administering, and overseeing budgets for the Office services department.
• Assist with overseeing and directing day-to-day operations, management, and maintenance of the company’s facility
• Verify compliance with all State, Federal, and local law, regulations and procedures pertaining to purchasing
• Facilitate office renovation projects, including design, expediting, securing DOB permits and installation, manage space development and provide recommendations on how to increase space efficiency
• Assist with HDC’s corporate insurance policies, file insurance claims, obtain and review required proof of insurance from contractors and vendors
• Assist in managing the company’s fleet operations, including leasing, acquisitions, maintenance, compliance, budgeting, and reporting to ensure efficiency, safety, and cost-effectiveness
• Place orders for routine purchases, manage office supplies contracts and related purchasing documents
• Reconcile packing lists, purchase orders, and vendor invoices to ensure accuracy and compliance
• Serve as a point of contact for all office-related requests, coordinate seating assignments and relocations
• Manage stock room, maintain inventory of office and cleaning supplies
• Support in the selection process of vendors and purchase of office equipment and supplies, manage existing vendor partnerships, obtain new contracts, implement, and reinforce HDC’s policies and procedures
• Negotiate with vendors for best possible price and address any discrepancies with office supplies orders, prepare and process necessary backup documentation and communicate with vendors to ensure timely and accurate resolution
• Support the development and implementation of departmental goals, policies, and strategic plans, ensuring alignment with HDC objectives and compliance with internal procedures for all office space related activities

Requirements

• Knowledge of inventory control policies and procedures.
• Ability to perform hands on tasks and lift at least 25 pounds
• Ability to communicate professionally with people at all levels of the organization and external contacts.
• Knowledge of expense control and financial management
• Must have a valid driver's license, driving experience and be able to drive if needed
• Proficient in Microsoft Office such as Word, Excel, Outlook, etc.
• Thorough working knowledge of purchasing policies, processes and procedures.
• Minimum of five years of experience providing operational support in a professional office setting
• Experience with a Purchase Order system
• Bachelor's degree preferred

Benefits

Salary Range: $100,000 to $115,000

• Retirement savings plan with a generous match and a pension plan
• Professional development opportunities
• Paid holiday, vacation, sick time and parental leave
• Public Service Loan Forgiveness for eligible employees
• Wellness reimbursement
• Back-up Caregiver Benefit
• Dental and Vision Benefits at no cost

Training + Development

Interview process

Visa Sponsorship

Security clearance