Operations and Facilities (Office Build-Out) Consultant

OpenGov Hub
  • Location
    Washington, D.C.
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Nov 11

Position description

Open Gov Hub (OGH) is a dynamic meeting place that brings together people, ideas, and resources to help open up governments and empower citizens around the world.

We were co-founded in 2012 as the world’s first innovation hub focused on the theme of “open government” (i.e. transparency, accountability and civic engagement), and as one of the first mission-driven coworking spaces in Washington, D.C. 

We fulfill our mission by fostering resource sharing (because resources for nonprofits always seem scarce) and collaboration (because no social issue can be solved alone) between our 50 member organizations. Most of our members are public policy research and advocacy nonprofits who work internationally, while some also work domestically. OGH runs a world-class, 20,000 square foot shared office space in downtown DC, organizes unique events and programs (typically 2-3 events per week), and offers a suite of other professional support services (remote and in-person, from shared staffing and back-office services, to peer learning groups and more) to its member community. 

Despite the pandemic, OGH continues on its multi-year growth trajectory and is preparing to transition into a larger, brand-new, custom-built coworking space in downtown DC, while also continuing to engage with and support its 13 global affiliate hubs in other countries around the world.   

Scope of work:

1.Advise and manage build-out of brand new, custom coworking/shared office space  

  • Quickly become familiar with the Open Gov Hub’s basic operations, workplace strategy, current and future space design, and priorities in the office relocation
  • Work closely with OGH Director and design team (project management firm and architect), communicate promptly via email and phone on near-daily basis
  • Oversee the work of numerous vendors to ensure they meet OGH’s criteria and satisfaction - particularly working closely with the General Contractor leading construction, but also with AV/IT vendors, furniture vendor, movers, etc. 
  • Liaise with numerous vendors and partners as needed, including building management/landlord, sub-contractors, furniture vendor etc. 
  • Participate in weekly construction meetings over 12-week period (mostly virtual, some on-site)
  • Identify and implement needed upgrades to current white-label coworking software used (ex: updating room booking system and more) 
  • If possible, identify sponsorship opportunities for donated or discounted IT equipment, furniture, etc. 
  • Monitor $2 million overall project budget and work closely with project management firm to ensure the overall build-out is successful (fulfilling our organizational vision and priorities, and delivered on time and at or under budget) 

2.Fully coordinate a seamless physical office move/relocation (including communicating and coordinating with ~300 individuals across our 50 member organizations).

  • Support development of RFP for hiring moving company and review responses
  • Select moving company and work closely with vendor to coordinate all aspects of relocation
  • Design seating chart of 50 organizations in new space (distributed across 180 desks), in close consultation with Hub members directly 
  • Take detailed, precise inventory of all existing furniture, equipment, supplies and other items in current 18,000 square foot space, decide what to keep and dispose, and efficiently sell or recycle the rest
  • Proactively communicate with members in the weeks leading up to the move about what they need to do and what they should expect, and answer member inquiries and FAQs
  • Coordinate the physical relocation with all the numerous steps involved (late March/early April)

3.Preferred additional responsibility: Provide interim, part-time on-site office management and support at current facility from December through March 2021.

  • Provide part-time, on-site support at current coworking space location 
  • Manage office supplies, perform basic IT management and support (ex: liaising with IT vendor and troubleshooting issues with videoconferencing tech in meeting rooms), coordinate incoming mail and packages, etc. 
  • Monitor current listings for meeting and event space rentals and day passes on platforms like PeerSpace and DeskPass, and response to inquiries as needed (low volume expected given the current state of the pandemic)  

To complete this major transition project overseeing the design and construction of the new office location for Open Gov Hub, we expect the consultant will need to work between 20-40 hours per week from December 1 - April 15. 

Depending on a number of factors, there is the possibility of a contract renewal at the end of the term, or conversion of the role into a full-time, salaried position. 

Timeline:

This consultancy will begin on Tuesday, December 1st and run through April 15, 2021. 

Qualifications

  • Experience managing at least one office build-out project before highly preferred 
  • At least 5 years of operations, facilities and/or office management experience required 
  • Highly-organized with acute attention to detail
  • Process-oriented
  • Clear verbal and written communicator 
  • Ability to meet tight deadlines and thrive in fast-moving work environment
  • Ability to manage productive working relationships with multiple partners and vendors
  • Some familiarity with real estate industry trends and new standards about indoor air quality and other health and safety measures in light of COVID-19 
  • Proven track-record of identifying cost-savings and/or sponsorships in operations, office management and/or an office build-out is a plus 
  • Familiarity with coworking spaces is a plus
  • Passion for and/or experience with nonprofits/social enterprises/mission-driven organizations is a plus 

Consultant must be based in Washington, D.C. for the duration of the contract. 

Compensation: Applicants should include their expected hourly rate in their application. 

Final rate will be agreed upon based on relevant years of experience and other considerations. 

Application instructions

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