Manager, Building and Project Administration

Basic Function of the Position: Manage operations of the association's facility and property. Work closely with the COO to lead and execute projects that support the association's strategic goals.

Critical Duties and Responsibilities:
Building Management

• Manage capital and operating budgets for facility and office services.
• Manage relationship with Property Management company.
• Manage and negotiate contracts with vendor contracts for services, including mechanical, electrical, and plumbing maintenance, life safety, janitorial service and supplies, beverages, snacks, etc.
• Act as onsite project manager for directing efforts of architects, engineers, contractors, and consultants during planning and construction of office areas.
• Manage space allocations and coordinate allocation changes for staff with COO and HR.
• Manage CTA administration and capital renovation projects for CTA's Innovation House, including work with architects and contractors. Manage vendor relationships.
• Develop and implement building operating policies, procedures, and standards; formulate general policies to ensure compliance and enforcement of Federal, State and County codes, ordinances, and regulations.
• Oversee the selection, evaluation, and performance of Building and Administrative Services staff.
• Oversee reception and mailroom services.
• Manage on-site and off-site parking facilities.
• Serve as administrator of security system.
• Spearhead sustainability projects for building.
• Coordinate and manage onsite storage of department materials and historical items.
• Perform other duties as required by business needs.

Project Management

• Develop project plans, timelines, and budgets; monitor progress and report on status to ensure alignment with organizational and project goals.
• Collaborate with cross-functional teams and stakeholders to ensure project goals are met on time and within budget.
• Assist in the planning, execution, and monitoring of special projects as assigned by COO.
• Lead facility-related projects from inception to completion, including renovations, relocations, and expansions.

Administrative Support

• Manage and prioritize the COO's calendar, scheduling meetings and appointments while ensuring optimal time allocation.
• Prepare and organize materials for meetings, including agendas, presentations, and reports.
• Handle correspondence and communications on behalf of the COO as needed, ensuring timely responses.
• Prepare and process expense reports, invoices, and other financial documentation.
• Support business travel arrangements and itineraries for the COO as needed.

Work Experience:

• Minimum five years prior experience in a professional office environment.
• Prior experience with building management required; experience with renovations, expansions, and relocations desired.
• Prior experience as an executive assistant or project manager greatly preferred.

Education/Training: BA/BS degree in business or related field.

Skills/Capabilities/Technical:

• Self-starter, capable of prioritizing tasks in a busy environment
• Database, Excel spreadsheet skills required
• Must be team player, excelling in a collaborative manager
• Knowledge and experience in managing business contracts
• Prior experience managing large budgets
• Strong written and oral communications skills

Additional Information: Travel to Las Vegas for CES is necessary.