Facilities Strategic Planner

Tiffany & Co.
New York, New York, United States
Closing date
28 Dec 2023

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Full Time
Position Overview:
  • Create, monitor, and analyze project schedules in accordance with contract requirements. Handle contract master schedules as well as the three-week look ahead schedules, which encompass maintenance, repair work, quality, and safety inspections.
  • Review construction plans and documents for completeness, quality, accuracy, and contract compliance. Route documents for corrections and/or signatures through multiple entities, ensuring timelines required by the contract are met.
  • Coordinate notification of maintenance visits with project management and ensure documentation is loaded into computerized maintenance management systems (CMMS).
  • Coordinate with field personnel to ensure accurate and updated drawings and plans.
  • Document inspection dates and RM report submission and approval dates, among others.
  • Create/update CAD files, site details, maintenance schedules, and repair work schedules if needed.
  • Track, analyze, and report information appropriately to allow project management team to handle their projects and evaluate weekly reports.
  • File and handle cloud-based programs and/or share drive files with all applicable reports and documentation.
  • Initiate purchase requisitions in the appropriate platform(s) for subcontractors doing vital project work and route to project team for approval.
  • Review/approve invoices related to project and/or repair work for contract compliance, accuracy, and quality.
  • Attend project update meetings, ensuring accurate lists and statuses for work assigned.
  • Conduct/support initial site visits as needed for project support.
  • Other duties as assigned by the management team.

Key Accountabilities:
  • Develop, document, and review functional requirements with customers to facilitate space programming, develop space plans, and critical metric reports.
  • Steward the development and execution of coordinated strategic plans and investment strategies for the facility footprint, including consideration of major moves, renovations, co-location, consolidation, leasing, and new construction activities.
  • Develop and maintain data analyses and strategic performance metrics for optimizing utilization and continuous balancing of PMs and space assets.
  • Partner with Facilities Projects and Operations Teams to implement space strategies, plans and projects to ensure corporate space guidelines, policies and procedures are in alignment with the management strategies.
  • Coordinate large sets of data and translate those into practical metrics and graphics to aid in decision making.
  • Develop detailed space plans and layouts that allow for maximum flexibility as programs, or the organization, grow and/or contract.
  • Conduct short and long-range space planning and analysis based on team feedback, annual growth projections and changes in overall business priority and space allocation strategy.
  • Work with Admin, Operations and Facilities partners on all space planning and coordination needed for both day-to-day seating changes within teams and large campus wide moves related to program growth and/or contraction.
  • Develop and maintain tracking mechanisms for monthly space utilization reports.
  • Maintain accurate and up-to-date block plans and seating plans across the organization to allow for agile moves.
  • Maintain current knowledge of evolving Facilities Management trends, office space design, and space allocation standard processes.
  • Must be self-motivated and customer service oriented.
  • Must be able to work with minimal supervision and work well in a fast-paced rapidly changing environment.
  • Must be flexible with regards to work schedule. Must be available for overtime and extended shift start and end hours to support operation. Weekend hours required to support the business.
  • Prepare in AutoCAD initial concept drawings to support smaller scale NY and NJ operations projects as the need arises.
  • Act as IT liaison/lead for the facilities group, maintain the facilities Org chart, photo album, and Intranet page.

Required Qualifications:
  • Bachelor's degree in Facilities Management, Design, Architectural or Engineering degree or minimum 7 years work experience in a related field.
  • Sophisticated proficiency in AutoCAD, MS Project as well as other MS Office programs. Familiarity with Building Management Systems and Construct-ware.
  • Minimum of 5 years' experience in project management, corporate facilities or retail preferred.
  • Experience sourcing and managing vendor relationships as well as managing budgets.
  • Must have the ability to view trends and manage data. Experience with reporting maintenance trends and metrics preferred.
  • Must be able to effectively connect with vendors, peers, and superiors, both verbally and in writing.
  • Must be a self-starter and be able to work with minimal supervision in a fast-paced work environment.
  • Must be interested and willing to learn new software applications as needed.
  • Strong Customer Service and problem-solving skills.

Preferred Qualification:
  • Experience with Coupa and Service Now a plus

The hiring range for this position ranges from $74,035-$100,165. The rate of pay offered will be dependent upon candidates' relevant skills and experience.

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