Operations Director - Military veterans preferred

2019-01-13
Cushman & Wakefield (http://www.cushmanwakefield.com/en/careers)
Other

/yr

  full-time   employee


Salt Lake City
Utah
United States

Job Title
Operations Director
Job Description Summary
Responsible for managing local office operations for commercial services within a specified sub-region. This role will ensure that administrative and operational functions are provided to local offices in an efficient and effective manner. This role will directly manage operations staff, and will be responsible for service delivery through management of administrative support staff, Office Managers and/or Office Coordinators. The Director of Market Operations will provide management oversight for operations functions and staff throughout the sub-region, and will work closely with Market Leaders and supporting functions to implement strategic initiatives. As an operations leader, this individual will ensure there is sufficient support and act as a steward for operational excellence initiatives. Additionally, they will work with Regional Director of Market Operations to develop the annual business plan and the annual budget.
Job Description
Responsibilities
- Provide leadership, mentoring and supervision to the administrative and office operations staff
- Direct all financial management of local office and specified sub-region including monthly and annual operating budgets, forecasts and reporting as well as assessment of variances for the market and service lines
- Responsible for approvals at local level for T&E, commission documentation, payables and resourcing needs.
- Responsible for facilities management including relocations and buildouts, managing leases, vendor relations, and overseeing compliance/record retention
- Implement and support all company initiatives
- Perform administrative duties in the absence of Office Manager and/or other executive administrative support including tracking broker licenses and professional memberships, manage on- and off-boarding of personnel, business continuity, coordinate moves and general Market Leader support needs.
Lead Market Operations
- Provide leadership, mentoring and supervision to administrative staff, Office Managers and Coordinators within the assigned sub-region
- Ensure profitability and product quality of the service delivery and back office resources within the sub-region
- Creatively solve problems to ensure the market’s offices operate in an efficient and effective manner
- Spearhead and coordinate training programs for salespersons and employees
- Collaborate with counterparts in other sub-regions to learn and utilize best operational practices
- Foster coordination and communication among the firm’s profit centers and work with the Market Leaders to develop and implement an annual plan for developing a collaborative work environment
- Support Market Leaders with the development of the annual business plan, budget and forecast
- Develop strategic planning across the different service lines within assigned sub-region and develop short- and long-range operating objectives, policies and programs
- Ensure overall achievement of budgeted financial targets and other standards set forth in approved business plans for the combined businesses/accounts within the sub-region
- Promote and ensure compliance with company policies and operating procedures
- Advocate, support and increase adoption of firm-wide initiatives
- Uphold the values, mission and standards of the company
- Encourage cross-service line and cross functional collaboration across the specified sub-region
- Demonstrate expertise with all facets of the company’s business, specifically services provided and customers served Support Sales and Transactions
- Oversee all marketing, research, and service delivery teams and work with teams on staffing, following leading practices across the firm, and creating content that is best in class
- In the absence of functional leadership, manage research, marketing, and service delivery staff to best serve fee-earners in delivery of material
- In the absence of functional leadership, work with fee-earners to deploy teams of research, marketing, and service delivery staff based on level of effort and expertise required for delivery of material
- Work with Market Leader to resolve any conflicts over ownership of opportunities
Strategic Planning / Budgeting
- Support strategic planning processes across the various service lines within the assigned sub-region
- Draft and finalize budget (revenue and expenses)
- Solicit input from service line, fee earners and market leads at pre-budget meetings regarding recent wins, pipeline activity, anticipated recruiting and attrition, capital spend, etc.
Pipeline Management, Revenue Reporting and Forecasting
- Help promote culture of compliance within market for fee-earners and project coordinators to routinely update CRM system
- Communicate and enforce guidelines on updating CRM system within Market
- Review pipeline report
- Follow up with fee-earners, project coordinators, commission accountant, Market Leader and Office Managers, as needed, to update pipeline information
- Communicate finalization of pipeline to Market and Service Line Leadership and answer questions as necessary
Deal Documentation, Commissions Accounting, Invoice Processing/Coding
- Approve deal documentation and Revenue Summary Document to verify splits and other transaction details and work with fee-earners, as needed, to verify/update information and ensure adherence to policy
- Work with Market Leader to manage any conflicts over information recorded in deal documentation
- Work with Legal Counsel to determine if changes to standard contracts/agreements are required
- Oversee all incoming invoices using Workday
- Understand expense policy for compliance and correct coding
- Work with Commission Accountants, Project Coordinators, and fee-earners, if necessary, to review all deal expenses associated with a closed deal
- Oversee tracking of expenses related to deals, working directly with Office Manager to track all deal expenses
- Review reports from Commission Accounting on outstanding receivables and work with Market Leader and fee-earners to determine strategy for collecting payments
- Approve write-offs per policy
Approve Expense Reports
- Review and approve all expense reports and determine if expenses are appropriate and in policy in Expense system
- Review business case for necessity of expenditure Vendor Management / Administration
- Oversee and manage the purchasing and maintenance of office supplies and office equipment (i.e. furniture, IT equipment, telephones, snack services, plants, etc.)
- Solicit and negotiate vendor bids, contracts, and pricing
- Work with Office Manager to ensure all vendors are included in Workday Vendor Management
Recruiting/Hiring/On-boarding Staff
- Work with HR to develop job descriptions for identified opening
- Interview candidates for various positions
- Coordinate with HR, department head, Office Coordinator/Office Manager, IT/Telecomm to ensure all equipment is ordered, desk is set up and ready on Day 1
- Determine start date, department, manager, etc.
- Use Workday for all HR needs (ETS in Global HQ)
- Manage employees and delegate workflow
- Prepare and deliver annual performance reviews and KPI’s
- Work in conjunction with HR on performance issues
- Ensure compliance with record keeping and policy adherence
Coordinate Events and Conferences
- Oversee any events and conference within the market in conjunction with Marketing and PR
- Manage firm brand, marketing, and PR Other Administrative Duties
- Work with Office Manager to track broker licenses, professional memberships, and educational requirements and follow up with fee-earners on any delinquencies or upcoming actions required
- Coordinate any move with Office Managers and Office Coordinator by designing seating plan
- Work in conjunction with IT, Telecomm, Real Estate on all moves
- Implement emergency preparedness plan
- Manage required ad agencies, anticipated recruiting and attrition
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. May be required to travel outside between client sites in varying weather conditions.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 50% of the time; and extend hands and arms in any direction
Note: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. This job description is subject to change at any time and may differ slightly based on regional location.
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.