Dinelia Duncan
Hillsdale,NJ
Summary
Coordinated facilitator of office and facility operations with agility in conflict resolution and 15+ years of experience supporting all elements of building functions. Objective supervisor and supportive leader with compassion and conscientious attention to team and employee needs. Accomplished professional with process-oriented approach to configuration and critical systems maintenance.
Overview
18
18
years of professional experience
Work History
Senior Facilities Manager
Cushman & Wakefield
10.2017 - Current
- Conducted regular facility audits to identify areas for improvement and develop action plans accordingly.
- Optimized asset life cycle management by maintaining detailed inventory records and scheduling regular equipment inspections.
- Coordinated employee onboarding for operational and support staff.
- Coordinated with external vendors for specialized maintenance tasks, ensuring top-quality workmanship at competitive prices.
- Maintained working knowledge of building security, HVAC, electrical and other systems vital to successful building operation.
- Operated with multiple competing deadlines and interests, confidently managing variables simultaneously.
- Collaborated with cross-functional teams to achieve company-wide sustainability goals through green initiatives and practices.
- Scheduled, directed and supervised external contractors in maintenance and upkeep of 12 buildings.
- Participated in strategic planning through evaluation of needs and support of steps necessary for completion. Such as Facility Audit and Critical Systems PMs.
- Enhanced safety protocols, leading to decrease in workplace accidents and injuries.
- Spearheaded employee training programs on safety procedures, leading to more knowledgeable workforce equipped to handle emergencies effectively.
- Maintained and kept meticulous records on facility expenditures, gains and projections.
- Increased staff morale by addressing workplace concerns promptly and implementing measures to improve overall working conditions.
- Developed long-term strategic plans for facility improvements and expansions through 5 to 10 year Capital and Expenditure planning.
- Negotiated contracts with suppliers to secure favorable pricing on materials and services related to facility management.
- Maintained strong working relationship with local authorities and regulatory bodies to ensure ongoing compliance and cooperation in facility management matters.
- Managed multi-site facilities operations while coordinating activities across locations for consistency in service delivery.
- Oversaw facility compliance with local, state, and federal regulations to avoid fines or penalties.
- Managed capital projects, ensuring timely completion within allocated budgets.
- Cooperated with company leadership and collaborated on projects of mutual interest to multiple levels of organizational leadership.
- Supervised staff of 12 in day-to-day activities.
- Coordinated with cleaning and janitorial services to keep facility clean and presentable for occupants.
- Evaluated facility operations and personnel for safety and health regulations compliance.
- Coordinated with vendors and contractors to arrange services and repairs to be completed on time and to desired quality levels.
- Conducted inspections of facility grounds, external structure, systems and equipment.
- Oversaw finances and made recommendations to reach or exceed budget in unforeseen circumstances.
- Led facility management staff and consultants in producing business plan that focused on facility operations.
- Managed parking and transportation systems by monitoring parking areas and transport services to promote easy accessibility for occupants.
- Prepared reports and schedules with accuracy.
- Developed and oversaw budgets for facilities and worked within cost restraints.
- Created and implemented operational policies, processes and procedures to keep facilities running smoothly.
- Negotiated contracts with vendors to obtain favorable and cost-effective terms and conditions.
- Established and maintained relationships with external vendors for prompt restocking of needed items and supplies.
- Oversaw building automation system and monitored HVAC, security and audio-visual systems, maintaining functionality of equipment.
- Oversaw annual budget to handle supply, labor and maintenance needs.
- Held classes to teach staff facility procedures.
Property Manager
CBRE
11.2016 - 10.2017
- Responsible for maintenance of positive staff relations
- Conducts or approves performance evaluations for staff Facility Manager shall be thoroughly familiar with management contract and all requirements contained therein Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims as required Roll out of TriRiga work order system and maintained 100% On time Completion rate
- Handled tenant complaints promptly and appropriately, calling in repairmen, and other support services.
- Maintained positive landlord-tenant relationships, ensuring clear communication and prompt resolution of any disputes.
- Conducted regular property inspections, identifying areas for improvement and proactively addressing potential safety hazards.
- Enhanced tenant satisfaction by promptly addressing concerns and resolving issues in timely manner.
- Coordinated with maintenance staff to ensure timely completion of repairs, minimizing downtime for tenants and maintaining property aesthetics.
- Monitored tenant behavior and implemented corrective action to maintain order in assigned properties.
- Monitored progress of construction and maintenance projects and notified appropriate individuals of project updates, delays, and schedule changes.
- Maintained operational facilities attractive to potential tenants by organizing regular maintenance, major repairs, and capital improvement projects.
- Coordinated with janitorial and engineering staff on maintenance and upkeep.
- Managed budgetary constraints to maximize profitability while maintaining high-quality living environments for residents.
- Collaborated with real estate agents and brokers to showcase properties effectively, attracting prospective tenants or buyers quickly.
- Conducted regular inspections of both interior and exterior of properties for damage.
- Kept properties in compliance with local, state, and federal regulations.
- Implemented and enforced policies and procedures to maintain properties to highest standards.
- Delivered emergency 24-hour on-call service for tenants on building issues.
Assistant Property Manager
Cushman and Wakefield
02.2010 - 11.2016
- Responsible for day-to-day administrative, operations and financial aspects Manage union and non-union staff Accountable for Cushman & Wakefield's Compliance Reporting Developed and managed operating budgets in excess of 10 million dollars per year for multiple facilities Review and approve monthly contract expenditures, variance reports, statements and open purchase orders, including year to date budget and variance reports
- Developed improvement plans for PO and overall financial processing
- Provided oversite with help desk functions in tracking all work orders and service contracts Perform daily inspection of buildings to ensure facility standards are being adhered to on tenant floors and common areas as well as guided APM's and coordinators to perform similar tasks for employee enhancements
- Manage work order system for KPI functions
- Oversee and manage New Jersey Campus ISO 14001 Environmental Management Program
- Including Global recertification audit in 2012, EMS audits in 2011 and Legal & Compliance audit in 2010 Oversee the preparation of SPCC plans, develop Standard Operating Procedures and ensure all procedures are being followed Participated in improvement initiatives and engaged in cost reduction initiatives Developed and reviewed bid specifications, wrote requests for bid, managed special projects, negotiated and level contracts as well as execute third party contracts and services Incident Reporting and escalations (including elevator entrapments, fire safety and improvements) Engaged in change management; waste handling procedures, process site changes Coordinate special functions such as: Lunch & Learns, Transit Fairs, Earth day fairs and Americas Recycles Day Fairs Also Toys for TOTS, and book fairs
Assistant Property Manager
NYU Langone Medical Center
07.2014 - 01.2016
- Managing Four medical facilities encompassing approx. 1.2MM RSF including two Condo building shared with Verizon in multi-tenant property in Midtown Manhattan
- Medical Centers include: Ambulatory Care Center, Sport Medicine Center, Perlmutter Cancer Center and Translational Research Building.
- Coordinated move-ins and move-outs, ensuring smooth transitions for both tenants and property management team.
- Handled tenant complaints promptly and appropriately, calling in repairmen, and other support services.
- Completed final move-out walk-throughs with tenants to identify required repairs.
- Resolved conflicts between tenants regarding noise, encroachments, and parking.
- Increased tenant satisfaction by 75% in year 1 by promptly addressing maintenance requests and resolving issues efficiently.
- Kept accurate records of all resident and tenant correspondence.
- Provided excellent customer service by promptly responding to inquiries and addressing grievances; resulting in increased tenant retention rates.
- Conducted regular property inspections to identify potential issues and ensure compliance with safety regulations.
- Trained new hires on company policies, procedures, software applications and industry best practices-leading them towards successful job performance.
- Attended staff meetings and took extensive notes to share with property manager.
- Maintained accurate records of all transactions, ensuring timely reporting to senior management and owners.
- Kept records accurate, detailed and fully compliant with reporting requirements to meet state, local, and federal housing requirements.
- Escalated major issues to property manager for immediate remediation.
- Responded to messages and inquiries from various parties and used well-developed active listening and open-ended questioning skills to promote quick issue resolution.
- Conducted property showings to highlight features, answer questions, and redirect concerns to close contracts.
- Improved communication channels between management, staff, and tenants by implementing new technology tools such as online portals or mobile apps.
- Assisted in preparation of annual budgets, monitoring expenses to ensure financial goals were met.
- Prepared detailed reports on property performance metrics for monthly review meetings with senior management team members.
- Directed property management program by determining requirements, planning for material equipment replacement and implementing quality control oversight.
- Implemented and enforced policies and procedures to maintain properties to highest standards.
- Monitored and tracked payments and expenses, providing timely and accurate financial reports.
- Conducted regular inspections of both interior and exterior of properties for damage.
- Kept properties in compliance with local, state, and federal regulations.
- Developed annual operating budgets and forecasts, as well as sales and marketing plans.
Assistant Facility Manager
UBS
03.2013 - 07.2014
- Managed maintenance tasks for optimal building performance, ensuring timely completion of repairs and upgrades.
- Commercial facility encompassing 960k square, over 6000 occupants, including cafeteria and datacenter
- Acted as property manager as necessary.
- Organized regular staff meetings to discuss ongoing projects, operational challenges, and opportunities for improvement within facility.
- Developed comprehensive emergency response plans, increasing preparedness for potential incidents or natural disasters.
- Streamlined work order processing systems which led to faster resolution times for maintenance and repair requests.
- Assisted in budget development and financial tracking, contributing to cost-effective management of the facility.
- Oversaw security measures within the facilities, coordinating with local law enforcement as necessary to ensure a safe working environment for all occupants.
- Promoted sustainability initiatives through waste reduction efforts, recycling programs, and environmentally conscious purchasing decisions.
- Coordinated with vendors and contractors to secure high-quality services at competitive prices, optimizing facility expenses.
- Contributed to space planning efforts by analyzing usage data and recommending adjustments to maximize efficiency and utilization of available square footage.
- Enhanced safety standards by conducting regular inspections and addressing potential hazards promptly.
- Improved tenant satisfaction by addressing concerns promptly, maintaining open lines of communication between management and occupants.
- Collaborated with cross-functional teams to address facility needs, fostering effective communication among staff members.
- Coordinated with cleaning and janitorial services to keep facility clean and presentable for occupants.
- Supervised staff of 140 in day-to-day activities.
- Conducted inspections of facility grounds, external structure, systems and equipment.
- Monitored electricity, gas and water systems for proper function to minimize costs.
- Oversaw finances and made recommendations to reach or exceed budget in unforeseen circumstances.
- Handled tenant relations by addressing complaints and concerns quickly to promote facility satisfaction.
- Tracked and documented operational and financial records to perform analysis of performance and costs.
- Managed parking and transportation systems by monitoring parking areas and transport services to promote easy accessibility for occupants.
- Prepared reports and schedules with accuracy.
- Created and implemented operational policies, processes and procedures to keep facilities running smoothly. Specifically 14001 Environmental Management Program.
Assistant Property Manager
UBS
02.2010 - 03.2013
- Multi-tenant commercial property encompassing 1.63MM square feet, over 6000 occupants
- Acted as property manager since position was vacant.
- Kept accurate records of all resident and tenant correspondence.
- Increased tenant satisfaction by promptly addressing maintenance requests and resolving issues efficiently.
- Handled tenant complaints promptly and appropriately, calling in repairmen, and other support services.
- Provided excellent customer service by promptly responding to inquiries and addressing grievances; resulting in increased tenant retention rates.
- Trained new hires on company policies, procedures, software applications and industry best practices-leading them towards successful job performance.
- Conducted regular property inspections to identify potential issues and ensure compliance with safety regulations.
- Attended staff meetings and took extensive notes to share with property manager.
- Established strong, professional relationships with residents by promoting team collaboration and delivering exemplary service.
- Kept records accurate, detailed and fully compliant with reporting requirements to meet state, local, and federal housing requirements.
- Inspected common areas for cleanliness and notified maintenance of overflowing trash.
- Developed strong relationships with vendors, negotiating favorable contracts for cost-effective services.
- Escalated major issues to property manager for immediate remediation.
- Responded to messages and inquiries from various parties and used well-developed active listening and open-ended questioning skills to promote quick issue resolution.
- Organized community events to foster positive relationships between tenants and build a sense of community within the property.
- Enhanced property value by overseeing regular upkeep, repairs, and capital improvement projects.
- Posted policies and rules in common areas for tenant review.
- Complied with safe housing requirements and contractual obligations by resolving tenant issues and service needs.
- Prepared detailed reports on property performance metrics for monthly review meetings with senior management team members.
- Kept properties in compliance with local, state, and federal regulations.
- Developed annual operating budgets and forecasts, as well as sales and marketing plans.
- Generated professional networks by engaging in professional, industry and government organizations.
- Delivered emergency 24-hour on-call service for tenants on building issues.
- Implemented and enforced policies and procedures to maintain properties to highest standards.
Controller / Residential Manager
The RE Group of Companies
06.2008 - 01.2010
- As a Controller, accountable for the financials and rent receivable using various accounting soft wares
- Made adjustments to the General Ledger and recorded GL entries for mortgage payments, insurance payments and other utility invoices, accrued for future liabilities Draft lease abstracts, prepared rent reconciliations, calculate lease escalations, prepared detailed documentation of operating expenses to commercial tenants Prepare 1099`s, 941's and 940 forms, filed property and S
- Corp
- Taxes, prepared W2 forms and P/R taxes
- Bank reconciliation's, year-end reconciliation's
- Monitored multiple bank accounts and bank Deposits Prepared and reviewed rents, RE Taxes, Operating and CAM reconciliations
- Calculated management fees Renewed leases and assisted with negotiating commercial leases
- Supervised renovation of apartments/spaces and annual inspections, worked closely with attorneys and vendors
- Approved new applicants, collections, tenant relations, complaints, breach of contracts, landlord litigations, and vendor contracts
- Organized repair requests
- Multiple Dwelling Registration's and Elevator Cat 1 and Cat 5 annual inspections
- Completed journal entries, reconciliations, and account analysis to prepare quarterly financial documents and general account management.
- Prepared balance sheets, cash flow reports and income statements.
- Managed budgets, assets, portfolios, accounts payable, and receivable and general financial reporting procedures.
- Managed payroll data entry and processing for 100+ employees to comply with predetermined company guidelines.
- Reviewed documents and data to give accurate presentations and forecasts to upper management.
- Provided treasury and cash management by overseeing reconciliation of banking activity, credit card processing, and sales tax returns.
- Managed daily financial functions in collaboration with accounting and payroll personnel.
- Provided insightful financial analysis to support executive team in making informed business decisions.
- Ensured compliance with tax regulations by managing the timely preparation and filing of all required returns.
- Completed year-end close processes through effective supervision financial functions and regular treasury transactions.
- Projected monthly cash expenditures through efficient budgeting and detailed document reviews.
- Managed outstanding balance amounts by evaluating reports and determining collection statuses.
- Worked with both internal and external users to create detailed financial reports.
Property Accountant
The Sparrow Group
08.2006 - 10.2007
- Assist in preparation of quarterly forecasts, budgets, and year-end tax projections.
- Prepare year-end work papers and provide additional information requested by auditors.
- Prepare Personal Property Tax Returns and Income and Expense Surveys for various tax jurisdictions.
- Prepare draw requests for escrow accounts.
- Analyzed and reported financials for 20+private properties and 10 commercial properties annually.
Education
NYC Sales Person Licensing Class 31 - Real Estate
Cape School of Real Estate
New York, NY01.2016
Some College (No Degree) - Political Science
Baruch College, CUNY
New York, NYAssociate of Science - Business Administration W/ Accounting
American International University
Schaumburg, IL01.2003
Skills
- Finance and Accounting Management
- Workplace Safety
- Operational Efficiency
- Building Maintenance
- Staff Development
- Procurement Management
- Planning and scheduling
- Leadership and supervision
- Service contracts management
- Budget Administration
- Team Leadership
- Analytical Thinking
- Project Management
- Operations Oversight
Accomplishments
- New Jersey Smart Workplaces Silver and Bronze awards for outstanding achievement in creating programs that provide and promote commuting options for employees
- BOMA 360 Performance Award for multi-site
- Awarded the Cushman and Wakefield Assistant Property Manager of year in 2014
- Achieved 30% reduction on all service contracts for 2014 & 2015 through procurement process
- Achieved 75% reduced risks through programs and execution process; e.g. less law suits for property deficiency
Timeline
Senior Facilities Manager
Cushman & Wakefield
10.2017 - Current
Property Manager
CBRE
11.2016 - 10.2017
Assistant Property Manager
NYU Langone Medical Center
07.2014 - 01.2016
Assistant Facility Manager
UBS
03.2013 - 07.2014
Assistant Property Manager
Cushman and Wakefield
02.2010 - 11.2016
Assistant Property Manager
UBS
02.2010 - 03.2013
Controller / Residential Manager
The RE Group of Companies
06.2008 - 01.2010
Property Accountant
The Sparrow Group
08.2006 - 10.2007
NYC Sales Person Licensing Class 31 - Real Estate
Cape School of Real Estate
Some College (No Degree) - Political Science
Baruch College, CUNY
Associate of Science - Business Administration W/ Accounting
American International University
Training
- OSHA General Building and HAZWOPER
- ISO 14001
- First Aid / CPR / AED
- Forklift operator
- PSE&G seminars
- Corporate trainings for employee enhancements