Managing Director of Office and Facilities Management

Overview

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. 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.

Responsibilities

1. Office Operations

• Primary core operations and infrastructure contact for every IFF office. Ensure consistency in office standards, branding, and amenities across all locations.
• Identify process inefficiencies across offices and proactively implement solutions. Resolve regional inconsistencies.
• Supervise all office managers and coordinators. Support onboarding and training for all administrative staff.
• Maintain seating charts for each office and ensure seating arrangements accommodate company growth.
• Oversee enterprise-wide office supply and equipment procurement. Develop and implement a standardized approach across all locations.
• Manage office equipment leases. Partner with IT on technology assets and infrastructure.
• Conduct regular site visits to all office locations.
• Conduct regular check-ins with staff representatives at each location. Gather routine employee feedback on office operations and act on findings to improve employee experience.

2. Real Estate and Facilities Planning and Management

• In collaboration with local Real Estate Solutions staff, manages building relationships with property managers, landlords, and building management teams. Serves as emergency contact for all office facilities across the IFF footprint.
• Owns facilities request and resolutions system for each site. Administers tenant portals, submits and tracks work orders, and contracts with external vendors for maintenance. Establishes SLAs and holds building management accountable for resolution times.
• Primary point of contact with brokers negotiating leases and related agreements. Partners with 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.
• 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.
• Leads CapEx project proposals for office renovations, buildouts, and major equipment purchases with Real Estate Solutions and leadership.
• Manages the IFF Purchasing Card and administers all invoice processing for office and facilities expenditures.
• Monitors and ensures timely payment of office rents, utilities, vendors, and equipment expenses across all sites. Aligns payment methods with expense policies.
• Tracks cost per seat and reports on spend. Identifies and implements cost savings without compromising service quality.

4. Office Vendor and Supplier Management

• Maintains relationships with office vendors (cleaning, maintenance, shredding, recycling, water, internet, building services, etc.).
• Assesses vendors through an equity, diversity, and inclusion lens. Evaluates pricing and performance.
• Negotiates vendor contracts. Manages service agreements for optimal operations at each location.
• Works with Finance to ensure timely payment of vendors. Resolves discrepancies.

5. People and Culture Support

• Partners with Talent Management to ensure office spaces reinforce organizational culture and values.
• Aligns to Master Facilities Plan to treat equity, diversity, and inclusion as an office design standard in space decisions.
• Owns the employee workplace experience from onboarding logistics to daily operational quality and efficiency.

6. Health, Safety, and Compliance

• Ensures all sites meet ADA, OSHA, and local health and safety requirements.
• Chairs Safety Committee; conducts safety assessments and leads safety meetings. Manages safety goals across the footprint.
• Maintains Safety Handbook and evacuation guides in compliance with regulations.
• Coordinates safety orientations for new hires; partners with Talent Management on OSHA requirements.
• Acts as point of contact with building management on safety and code compliance.

Performance Measures

1. Maintain high facility uptime and uninterrupted core systems.
2. Maintain low ticket resolution time for office support tickets.
3. Demonstrate cost efficiencies in vendor spend.
4. Increase employee satisfaction with office services and resources.
5. Enable reclaiming staff time from office-related tasks.
6. Foster openness and information sharing.
7. Demonstrate personal accountability and ownership.
8. Build effective relationships with colleagues and teams.
9. Support diversity and inclusion in the work environment.
10. Maintain high satisfaction with internal and external contacts.

Education and Experience

• High school diploma or equivalent required. Associate’s or bachelor’s degree in Facilities Management, Business Administration, or related field is preferred but not required.
• Minimum of eight years of office management, workplace operations, or facilities management experience across three or more locations.
• Equivalent combinations of education, training, and experience considered. Strongly encouraged for candidates with experience in office operations, facilities management, vendor management, or workplace services.

Position Qualifications

• Experience with lease management, broker relationships, and real estate coordination.
• Budget ownership including invoice management, purchasing card, 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.