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Description

Title: Managing Director of Office and Facilities Management

Employee Status: Full-Time Exempt

Salary: Grade 8

Starting range of $125,000 – $160,000 | Chicago | Detroit

Reports to: President & Chief Operating Officer

Department: Enterprise Operations – Operations & Infrastructure – Office & Facilities

Location: Chicago or Detroit

Hybrid: In office: T/W | WFH: M/Th/F

Department Function: The role of Office and Facilities is to build a productive, consistent, and scalable workplace for IFF – one that supports our people, reflects our culture, and operates effectively and efficiently as we grow.

The Organization

IFF is a mission-driven lender, real estate consultant, and developer that helps communities thrive. Key to our success has been a deep sense of purpose, a broad perspective, and a relentless focus on achieving positive results. Across the Midwest we help clients from every sector, including human service agencies, health centers, schools, affordable housing developers, and healthy food grocery operators. Staff contribute extensive business experience and an unrivaled connection to the mission of IFF to the clients we serve.

Equity, Diversity, and Inclusion

Partnering to create thriving communities is at the heart of everything we do. We leverage knowledge, capital, and resources to advance equitable and transformational outcomes in under-resourced communities, guided by our commitment to be an inclusive, anti-racist and anti-oppressive institution that honors communities as asset-rich and as experts in their own stories.

Basic Job Function

The Managing Director of Office and Facilities Management (Director) will build and lead the newly formed Office & Facilities function. The Director’s work spans six core areas: office operations; real estate and facilities planning and management; financial management and budget oversight; office vendor and supplier management; people and culture support; and health, safety, and compliance. The Director sets strategy; establishes policies, systems, processes, and procedures; manages vendors and budget; leads office acquisitions, renovations, and buildouts; owns IFF’s office lease relationships; and ensures every IFF office space reflects our organizational values — including our commitments to equity, diversity, and inclusion. The Director will work in close partnership with Talent Management, IT, Finance, and Legal, as well as other department heads.

IFF is looking for candidates with a commitment to the work we do who can demonstrate their creativity, diligence, enthusiasm, growth-mindset, thoughtfulness, and passion to make meaningful change in the areas of economic and racial justice.

Requirements

1. Office Operations

• Unless otherwise designated, serves as the primary core operations and infrastructure contact for every IFF office. Ensures consistency in office standards, branding, and amenities across all locations.
• Identifies process inefficiencies across offices and proactively implements solutions. Identifies and resolves any regional inconsistencies.
• Supervises all office managers and coordinators. Supports onboarding and training for all administrative staff.
• Maintains seating charts for each office and ensures seating arrangements will accommodate company growth.
• Oversees enterprise-wide office supply and equipment procurement. Develops and implements a standardized approach across all office locations.
• Manages all office equipment leases. Partners with IT on technology assets and infrastructure.
• Conducts regular site visits to all office locations.
• Conducts regular check-ins with staff representatives at each location. Gathers routine employee feedback on office operations and acts on findings to improve employee experience.

2. Real Estate and Facilities Planning and Management

• In collaboration with local Real Estate Solutions staff, manages all building relationships – property managers, landlords, and building management teams. Unless otherwise designated, serves as emergency contact for all office facilities across the IFF footprint.
• With support from Real Estate Solutions, owns the facilities request and resolutions system for each site. Administers tenant portals, submits and tracks work orders, and contracts with external vendors for maintenance as needed. Establishes SLAs and holds building management accountable for resolution times.
• Serves as the primary point of contact with brokers negotiating leases and related agreements on behalf of IFF. In partnership with Real Estate Solutions, partners with the COO, Legal, and Finance on all lease decisions, including new agreements, extensions, modifications, and terminations.
• Ensures lease compliance, including space use, payment standards, and all obligations per executed agreements.
• Tracks and manages lease milestones, including security deposit refunds, O&M increases, tax payments, renewal windows, etc.
• In collaboration with Real Estate Solutions, leads new office buildouts and moves from search through opening, including site selection, contractor coordination, space planning and seating arrangements, and IT/security infrastructure (e.g., access control, ISP, security systems, Wi-Fi).
• Maintains consistency across offices through adherence to the IFF Master Facilities Plan. Coordinates with Real Estate Solutions to ensure regular review and updates to the plan.

3. Financial Management and Budget Oversight

• Owns the annual office and facilities budget. Partners with Finance & Accounting to build budget proposals and track actual expenditures throughout the year.
• With support from Real Estate Solutions and in partnership with leadership, leads CapEx project proposals for office renovations, buildouts, and major equipment purchases.
• Manages the IFF Purchasing Card and administers all invoice processing for office and facilities-related expenditures.
• Monitors and ensures timely payment of office rents, utilities, vendors, supply orders, and equipment rentals and purchases across all sites. Address inconsistencies in method of payment and coordinates purchase authorizations to align to expense approval policies and procedures.
• Tracks cost per seat and reports on office and facilities spend. Identifies and implements cost savings without comprising quality of service and support.

4. Office Vendor and Supplier Management

• Maintains and manages relationships with all office and facilities vendors (e.g., cleaning, maintenance, shredding, recycling, water, internet, building services, etc.).
• Assesses potential and existing vendors through an equity, diversity, and inclusion lens. Follows established processes and procedures for evaluating pricing and performance.
• Negotiates vendor and supplier contracts. Manages services agreements for optimal operations at each office location.
• Works with Finance & Accounting to ensure timely payment of all external vendors. Seeks resolution for any discrepancies.

5. People and Culture Support

• Partners with Talent Management and leadership to ensure IFF office spaces actively reinforce organizational culture and values.
• Aligns to IFF Master Facilities Plan to treat equity, diversity, and inclusion as an office design standard, embedded in every space decision, renovation, and new buildout (e.g., gender-neutral restrooms, wellness rooms, universal access, designing for neuro-divergence, etc.).
• Owns the employee workplace experience – from new hire onboarding logistics to day-to-day operational quality and efficiency.

6. Health, Safety, and Compliance

• Ensures all sites meet ADA, OSHA, and applicable state and local health and safety requirements.
• Chairs the Safety Committee. Organizes and leads all safety committee meetings. Owns safety goals across the footprint. Conducts regular safety assessments.
• Maintains and updates the Safety Handbook and evacuation guides to comply with building and local ordinances.
• Coordinates safety orientations for all new hires. Partners with Talent Management on OSHA requirements.
• Serves as point of contact with building management on safety-related matters and code compliance.

7. Demonstrates a commitment to equity, diversity, and inclusion. Promotes an environment of empathy and respect, ensures the inclusion of all team members, and will actively engage in EDI events and learning opportunities.

Note: No job description can be entirely comprehensive, and the jobholder will be expected to carry out such other duties as may be required from time to time and are broadly consistent with the job description and status of the position within the organization.

Performance Measures:

1. Maintains a high level of facility uptime where core office systems remain fully operational without business interruption.

2. Ensures a low ticket resolution time for resolving internal office support tickets.

3. Demonstrates cost efficiencies and savings in office and facilities vendor and supplier spends.

4. Increases employee satisfaction with office services and workplace resources.

5. Enables reclaiming of line of business staff time spent on office and facilities related support tasks.

6. Cultivates a culture of openness in information sharing. Encourages open communication, cooperation, and the sharing of knowledge.

7. Models personal accountability that promotes ownership and engagement.

8. Builds and maintains effective working relationships with colleagues, peers and team members.

9. Values and supports differences in others, contributing to an inclusive work environment. Demonstrates the ability and willingness to communicate effectively with people of diverse backgrounds and experiences to create a collaborative, collegial, and caring community.

10. High level of satisfaction with both internal colleagues and external contacts.

Education and Experience:

• High school diploma or equivalent required. Associate’s or bachelor’s degree in Facilities Management, Business Administration, or a related field is preferred, but not required.
• Minimum of eight years of office management, workplace operations, or facilities management experience, including managing facilities across three or more locations.
• Equivalent combinations of education, training, and relevant experience will be considered. Candidates with substantial experience in office operations, facilities management, building maintenance coordination, vendor management, or workplace services are strongly encouraged to apply.

Position Qualifications:

• Demonstrated experience with lease management, broker relationships, and real estate coordination.
• Budget ownership experience, including invoice management, purchasing card administration, and CapEx proposals.
• Strong vendor management and contract negotiation skills.
• Experience supporting hybrid or distributed workforces.
• IFMA CFM, FMP, or similar certification preferred but not required.

Additional Requirements: Regular travel to IFF offices; occasional early start or extended hours and evening or weekend work.

Standard Benefits:

Medical, dental, and vision insurance

Paid time off

401(k) retirement plan with employer contribution

Life Insurance

Short and long term disability

Work-Life Balance Benefits:

Hybrid workplace

Summer Fridays

Employee Development Benefits:

Professional development stipend

Mentorship program

Miscellaneous:

Wellness programs

Employee assistance

Referral Bonuses

IFF does not offer the following:

• relocation package
• 100% remote
• provide sponsorship to applicants who require or will require a work permit.

Check off only some boxes in the requirements listed above. Studies have shown that marginalized communities - such as women, LGBTQ+ and people of color - are less likely to apply to jobs unless they meet every qualification. So, if you're excited about this

role, we encourage you to apply.

Application Instructions: Please visit the Careers section of our website to apply online.

IFF values equity, diversity, and inclusion as part of its mission to strengthen nonprofits and the communities they serve. IFF is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.