Director of Administration
Boston, MA, USA | Cornerstone Research
Job Description:74 people have viewed this job
The Director of Administration serves as a central leader of office operational excellence, reporting to the Chief Operating Officer and working with firm and office leaders to ensure consistent delivery of best in class service to our firm and clients. The Director of Administration provides leadership and oversight to the local office administrators and is responsible for ensuring operational effectiveness for our eight offices, serving as the point person for flow of information upstream to the COO and downstream to the MFAs (Managers of Facilities and Administration). The Director of Administration provides oversight for real estate matters, including lease negotiations, facility design, construction, and contracts, and is a key stakeholder for vendor relationships.
How You’ll Help Us Be Successful
Lead and manage the firm’s eight Managers, Facilities and Administration to develop consistent best practices for local service and support across the firm. Serve as a coach, role model and mentor to direct reports by setting goals, providing development opportunities, and managing projects.
Work closely with direct reports to identify, evaluate, and address employee relations, morale, work performance, development and productivity opportunities and concerns.
Serve as a business partner and trusted advisor to the COO, as well as other firm leadership, including Office Heads.
Provide regular analysis and evaluation regarding office operational opportunities and issues, as well as industry and competitive conditions.
Present to the Operating Policy Committee and other firm Governance Committees as appropriate.
Plan and implement short and long term organizational strategies in areas of responsibility to maximize office operational efficiencies. Regularly evaluate support functions and updates processes and procedures as necessary.
Serve as a consensus builder to ensure consistency in the delivery of high quality support and services and the application of best practices across all offices.
Prepare and manage the firm’s annual office operations budget in conjunction with key stakeholders, including the approval and control of expenses.
Work collaboratively with key stakeholders to oversee the firm’s real estate portfolio, including developing space planning models, identifying facilities options, negotiating letters of intent, negotiating lease terms and overseeing lease administration.
Serve as point person to oversee the management of real estate projects through design, fit out, and occupancy.
Responsible for developing and managing project budgets, and collaborating with local Office Heads and MFAs.
Lead the firm’s local procurement efforts. Negotiate and manage significant vendor contracts to create cost effective delivery of high quality office operations products and services.
Ensure the firm’s compliance with applicable health, building, zoning, and safety licensing and certification requirements, as well as the firm’s procedures and policies.
Effectively interact with cross-functional teams, including Legal, Finance, HR, Talent, Marketing, and IT; works with various teams to identify opportunities to collaborate for the betterment of the firm.
Actively engage in the recruiting process for facilities and administrative positions. Manages headcounts and organizational structure to create effective and efficient teams.
Work with relevant stakeholders to optimize the firm’s sustainability posture and efforts.
What You’ll Need to Be Successful
Because this position supervises and supports an entire team of managers and administrators, it requires outstanding interpersonal and leadership skills.
Fifteen plus years of experience in office operations management, including managing and leading large teams.
Ten plus years of experience managing real estate projects in Class A commercial environments for professional services firms including vendor/consultant selection and management in a multi-office environment.
Demonstrated experience in current best practices for space design and programming including sound environmental and wellness solutions.
Demonstrated experience in lease administration including reviewing monthly operating expenses and conducting audits of Landlord’s expense computations.
MBA or graduate degree in a relevant discipline or equivalent work experience preferred.
PMP and IFMA certifications a plus.
What Will Differentiate You
Leadership: the desire to take initiative and actively contribute to the team and firm by demonstrating strong commitment to the firm’s values and strategic goals, and serve as a role model that promotes a positive work environment.
Communication: the ability to communicate effectively and professionally with all levels within and outside the firm
Business Acumen: the capability to learn and improve the firm’s financial and operational functions
Client Service: the mindset to effectively anticipate, monitor, and meet the needs of internal and external clients by delivering high quality support and service.
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