Senior Manager of Firm Real Estate and Construction

JOB TITLE: Senior Manager of Firm Real Estate and Construction
OFFICE LOCATION: Philadelphia
DEPARTMENT: Office Operations
REPORTS TO: Director of Office Operations
FLSA STATUS: Full Time/Exempt

POSITION SUMMARY:

The Senior Manager of Real Estate and Construction oversees all aspects of the Firm’s commercial interior office space lifecycle, including project management, vendor and consultant oversight, space planning and design coordination, occupancy monitoring and seating standards, budgeting and cost control, RFPs and contracting, construction administration, and move planning and execution. The role partners closely with Office Managing Partners, Office Managers, Technology, Facilities, and Office Services to deliver projects on budget, scope, and schedule, and to optimize space utilization in alignment with the Firm’s real estate strategy and hybrid workplace policy. The position also oversees the Facilities Manager and the facilities function across the Firm’s footprint, coordinating maintenance and repairs and driving operational excellence.

CONSTRUCTION PROJECT MANAGEMENT:

Serve as project manager for commercial interior projects from inception through closeout, overseeing vendors for all aspects including programming, test fits, design development, permitting coordination, procurement, construction, commissioning, relocation, and post-occupancy activities
Lead vendor selection and oversight, including architects, engineers, designers, furniture vendors, AV/IT integrators, movers, general contractors, and specialty consultants, ensuring scope, schedule, and budget adherence
Develop and manage project and program budgets; prepare estimates, track commitments and variances, manage approvals, review and process pay applications and invoices, and perform cost reconciliation and closeout
Drive RFP and competitive bidding processes; lead proposal development, evaluate responses, conduct interviews, manage negotiations, and coordinate with internal contract review and procurement to finalize agreements
Plan and lead construction meetings; manage RFIs, submittals, change orders, meeting minutes, punch lists, schedule updates, and construction documentation; maintain accurate project records and dashboards
Coordinate space planning, test fits, and design solutions with internal stakeholders and external design teams to meet Firm standards, attorney and staff needs, and technology and security requirements
Oversee furniture standards, specifications, procurement, delivery, installation, and vendor performance; coordinate with Technology for AV/IT, conferencing, and infrastructure requirements
Lead move planning and execution, including schedules, communications, vendor coordination, seating assignments, labeling, phasing, and day-one support
Develop project charters, schedules, risk registers, communications plans, and stakeholder management approaches; proactively identify and mitigate risks and issues

SPACE PLANNING AND UTILIZATION MANAGEMENT:

Monitor and analyze space use, occupancy, vacancy, and utilization metrics, including conference room and visitor office usage and hoteling programs aligned to the Firm’s hybrid workplace policy; produce KPI reports and recommendations for optimization working closely with Office Managers.
Assist in the roll-out and project management of hoteling strategies and reservation technology adoption in Maptician.

FACILITIES MANAGEMENT:

Partner with Office Managing Partners, Office Managers, Technology, Facilities, and Office Services to ensure seamless operations during projects and ongoing occupancy.
Oversee the Facilities Manager and the facilities function across the Firm’s footprint to maintain service level expectations including preventive maintenance, service calls, repairs, and small works projects.
In coordination with Technology team, monitor the safe performance of network and server rooms across the firm responding to emergency notices as required.

STANDARDS, BUDGETING, AND COST MANAGEMENT:

Maintain and update real estate and construction standards, design guidelines, finish palettes, and specifications; ensure consistency and quality across offices
Ensure compliance with Firm policies and practices and applicable life safety, building codes, ADA, security, and landlord requirements
Prepare executive-ready presentations, capital requests, and status reports; track KPIs tied to the Firm’s real estate strategy and identify opportunities to reduce costs and improve utilization
Evaluate and implement process improvements and technology tools for project delivery, budgeting, document control, and utilization analytics
Perform additional duties as needed

KNOWLEDGE AND SKILLS REQUIRED:

Expertise in budgeting, Excel, data analysis, KPI development and tracking, and dashboard/report creation
Strong vendor management, contracting, RFP/bid, and negotiation experience; familiarity with pay applications, change orders, and cost control
Proficiency in Microsoft Office programs, with advanced Excel skills; exposure to project management software and space/utilization analytics tools [e.g., Smartsheet, Maptician]
Strong understanding of space planning, interior design coordination, MEP/IT/AV integration, furniture standards, move logistics, and construction administration
Excellent written and oral communication skills; ability to develop clear executive updates and stakeholder communications
Outstanding project management skills, initiative, and the ability to manage multiple projects concurrently across diverse geographies
Strong problem-solving and analytical skills; sound judgment with timely escalation as appropriate
Positive, professional demeanor; ability to work independently and collaboratively in a demanding environment
Ability to quickly develop organizational awareness and understand the Firm’s culture, vision, policies, and practices
Customer-service orientation with demonstrated ability to support internal clients at all levels
Operational discipline and process development
Cross-office collaboration and influence

EDUCATION AND EXPERIENCE REQUIREMENTS:

Bachelor’s degree preferred; equivalent relevant experience considered.
Minimum 10 years of experience in commercial interiors, construction management and/or facilities management, preferably with professional services or law firm projects
Proven ability to manage multiple concurrent projects up to $5M each, delivering on budget, scope, and schedule
Project management certification a plus
Experience creating standards, playbooks, and scalable processes

PAY TYPE:

SALARIED

COMPENSATION:
The pay for this position will be determined based on relevant skills, experience, education, external market data, internal equity, and other job-related factors. The anticipated pay range for this role is between $160,000- $190,000 annually.