Manager Of Building Services
The Manager of Building Services leads the day-to-day administrative and operational functions of the Gleacher Center, ensuring a smooth, efficient, and welcoming environment for staff, faculty, students, and visitors. This role provides comprehensive office management support, including the supervision of front-line facility and administrative staff, the oversight of supply inventory, and the coordination of operational logistics for building users. Additionally, the Manager is responsible for performing simple accounting tasks such as processing purchase orders, assisting with expense reconciliations, and supporting the department's financial tracking and reporting. This position also serves as a key contact for building access, parking, mail, and central office functions, and regularly collaborates with the Harper Facilities team to unify departmental operations.
Responsibilities include :
- Familiar with all Booth buildings to help unify the new combined Booth Facilities Department.
- Manages the daily operations and overall organization of the central office, including supervising administrative workflows and ensuring office procedures are consistently followed.
- Assists with onboarding new staff by providing and checking out phone numbers, access cards, and suite access.
- Creates and updates the building directory.
- Assists with telecoms within the building(s).
- Assists in the coordination and scheduling of custodial, security, and staff for daily building needs and special events as needed.
- Maintains accurate records of office supply inventories and oversees the replenishment of all necessary materials.
- Manages all incoming and outgoing deliveries, including the distribution and forwarding of mail to various departments and University divisions.
- Oversees parking lists, including the assignment of spaces for faculty, guests, and authorized users, and facilitates access approvals and card programming.
- Administers building and suite access for Booth staff, students, and faculty by programming access cards and supporting the onboarding of new users.
- Performs basic accounting functions, including assisting with the creation and processing of purchase orders, reconciling GEMS reports and supporting documentation, managing postage meter funds, and supply / service tracking for office equipment, supporting invoice approvals and tracking expenditures with the Accounting Office.
- Monitors and responds to Facilities emails, assigns and tracks work orders, and generates supporting reports as needed.
- Assists in the maintenance, implementation, and training for the work order and access control systems.
- Supports the coordination of safety drills, event logistics, room setups, and capital projects as needed.
- Maintains accurate and confidential office records; produces operational or financial reports as requested.
- Provides building tours, serves as a resource to visitors, and ensures a positive experience for all building users.
- May assist or support capital projects within the buildings.
- Serves as backup and cross-trains in other duties as needed or required.
- Prepare special reports and summaries, assists in managing the daily operation of the office, and may assist in developing administrative goals and policies.
- Coordinates special projects as directed by the leader. Prepares write-ups for recommendations for operational and administrative problems. Prepares financial and / or administrative reports.
- Performs other related work as needed.
Minimum qualifications include vocational training, apprenticeships, or the equivalent experience in a related field (not typically required to have a four-year degree). Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Preferred qualifications include background in a union environment and successful experience as a manager. Preferred competencies include excellent verbal and written communication skills, customer service skills, decision-making skills, and the ability to organize, prioritize, and manage many projects simultaneously.
This position is currently expected to work in the office with occasional evening or weekend coverage.