Request for Proposal - EXECUTIVE DIRECTOR

 The Building Owners and Managers Association (BOMA) of Oklahoma City is seeking an individual to serve as Executive Director and represent BOMA OKC in the commercial real estate community.  The individual will have the responsibility for the execution of and adherence to all the polices set forth in the Associations Bylaw’s or as may be established from time to time by the Board of Directors, implementation of all Association programs and events, and oversight of the Association’s financial structure.  The Executive Director is an Independent Contractor and reports directly to the Board of Directors.

 HISTORY OF ASSOCIATION

Incorporated in 1928, the Building Owners and Managers Association supports the commercial real estate industry through leadership, education, advocacy, information and networking.  The membership of BOMA Oklahoma City includes building owners, property managers, developers, government and corporate facility managers as well as the companies that provide related goods and services.

 MISSION, VISION

Our mission is to advance the interests of the entire commercial real estate industry through advocacy, education, research, standards and information.

 RELATIONSHIP TO OTHER RELATED ORGANIZATIONS

The Building Owners and Managers Association International is a Federation of 93 BOMA U.S. Associations, BOMA Canada and its 11 Regional Associations and 13 BOMA International affiliates.  Founded in 1907, BOMA represents owners and managers of all commercial property types including nearly 10 billion square feet of US office spaces that support 3.7 million jobs and contributes $205 billion to the US GDP.

 DESCRIPTION OF LEADERSHIP STRUCTURE

The association is governed by a 9-member board.

 DESCRIPTION OF MEETINGS

BOMA OKC holds a Board Meeting on the 1st Tuesday of each month.  In addition, BOMA holds a luncheon six to seven times per year, one annual holiday meeting, a golf tournament, as well as workshops, networking events and tours that are offered periodically throughout the year.

 DESCRIPTION OF PUBLICATIONS

Monthly newsletter, website, press releases, email, Facebook and Twitter.

 SUMMARY OF CONTRACTS

The association has a small office in Oklahoma City under a lease through 2020.

 SCOPE OF SERVICES

BOMA Oklahoma City is seeking an Executive Director whose services will include, but will not necessarily be limited to, the specific activities below.  As in any effective management relationship, the key to success lies in the flexibility and depth to adapt to changing needs and circumstances.

BOARD OF DIRECTORS

  • Prepare location and plan for food or other needs for Board meetings
  • Attend all Board meetings and planning sessions, attend committee meetings as needed
  • Prepare and disseminate all Board materials prior to Board meetings
  • Prepare financial reports for Board review and approval
  • Accurately record Board minutes and present to Secretary-Treasurer for signature
  • Work with President to prepare the agenda for the Board meeting
  • Provide support for Board committee reports as requested
  • Recommend and participate in the formation of policies and procedures
  • Monitor and assist Board committees and/or special task force committees

BOARD OF DIRECTORS – ELECTION AND ORIENTATION

  • Assist President with establishment of Nominating Committee per bylaws
  • Provide guidance and member information to Nominating Committee
  • Prepare and distribute ballots online and by email
  • Accept completed ballots and tally early votes. Bring any necessary materials to annual meeting to complete the election process
  • Update Board information and distribute to international and regional contacts
  • Support new Board members with orientation and other guidance

FINANCIAL MANAGEMENT

  • Compile annual operating budget for Board review/approval
  • Prepare monthly financial statements and distribute to the Board for review/approval
  • Control expenditures to obtain the best value from association funds
  • Prepare various supplemental reports for membership, events or other as requested
  • Receive, record and make deposits, receive and prepare bills for payment
  • Write checks; secure dual signatures for payment of bills in a timely manner
  • Establish and maintain bank accounts and other association funds, if any
  • Reconcile bank checking account and manage cash flow
  • Create and distribute invoices for membership dues, sponsorships, and registrations
  • Monitor accounts receivables and actively strive to collect past due invoices
  • Use QuickBooks and MemberClicks software for financial data and reporting
  • Work with approved CPA firm for tax return preparation or other services authorized by the Board

MEMBERSHIP

  • Provide customer service to prospective members and field inquiries about membership
  • Assist efforts with member recruitment programs to increase membership
  • Provide detailed membership reports to Board of Directors
  • Manage current membership records, maintain BOMA OKC and International rosters
  • Monitor new membership applications throughout the process of joining BOMA OKC
  • Calculate non-deductible dues percentage and prepare invoices for annual membership renewal
  • Work with MemberClicks or another contract membership database provider

COMMUNICATIONS AND PUBLICATIONS

  • Draft and send clear and effective communications to members
  • Maintain all aspects of the BOMA OKC website including standard content, industry information, sponsor recognition and calendar of events
  • Create and distribute weekly newsletter emails
  • Coordinate with Board and volunteers to share information on social media platforms including Facebook, Instagram and Twitter
  • Work with MemberClicks or other contract web content/hosting provider

EVENT PLANNING – LUNCHEONS, EDUCATION, NETWORKING

  • Secure location for events and coordinate details with venue such as room set up, audio-visual, expected attendance, etc.
  • Assist in scheduling speakers/instructors and determine any specific needs
  • Arrange catering or other food, if needed, and coordinate details such as guaranteed attendance, menu, event timeline, linens, etc.
  • Create online registration and provide for credit card payment of fees
  • Prepare President’s script for luncheons and program notes for other events as needed.
  • Solicit event sponsors, invoice cost and provide recognition as agreed
  • Work with BOMI International on designation courses, order textbooks, provide roster

EVENT PLANNING – GOLF TOURNAMENT

  • Establish the date and location for golf tournament each year and secure contract
  • Organize planning committee, schedule meetings and work within an appropriate timeline
  • Create sponsorship list, solicit and invoice sponsors
  • Purchase or create all sponsor recognition materials and post online recognition
  • Distribute detailed information to members and guests
  • Communicate all tournament and event details to golf course staff
  • Coordinate volunteers and manage day of event from start to finish

GOVERNMENT AFFAIRS

  • Provide support for state, local and national advocacy efforts
  • Represent BOMA OKC or assist with meetings regarding legislative or regulatory matters
  • Establish and monitor state legislative tracking service
  • Handle administrative tasks for BOMAPAC fundraising
  • Communicate with the Board, BOMA International and members if issues warrant

ADMINISTRATION

  • Maintain the office space, equipment and assets of the Association 
  • Oversight and direction of all duties delegated to other individuals
  • Maintain and secure all official Association documents and records. 
  • Have information available for review/audit and comply with all IRS rules and regulations
  • Work a flexible schedule as responsibilities necessitate and travel for periodic conference

QUALIFICATIONS

  •  Self-motivated to work independently with limited direction or supervision
  •  Ability to multi-task and manage multiple priorities
  •  Problem solving ability, offering creative solutions, open to new ideas.
  •  Strong people skills, work well in collaboration with others.
  •  Exercise good judgement with a professional attitude and appearance
  •  High standards of quality with attention to detail
  •  Excellent communicator, strong writer and effective listener.
  •  Positive outlook, outgoing personality, friendly and engaging
  •  Proficiency with Microsoft Office, QuickBooks, Memberclicks or other applicable software

 INFORMATION REQUESTED OF THE APPLICANT

  • Cover letter indicating expression of interest and offering suggestions regarding how you would help position BOMA OKC to succeed
  • Professional resume.  A degree in accounting, experience in association management, real estate and/or event planning is preferable
  • A list of at least three professional references, along with contact information
  • Compensation requirements
  • Other reimbursements, equipment, etc. that BOMA OKC is expected to provide.  (Please note that no employee benefits are provided.)

 TIMELINE

The following timeline will apply to this process:
Initiate RFP.…………………….……………………………………… January 15, 2019  
Final receipt of all resumes and proposals…………………….……January 31, 2019
Initial screening of proposals by search committee.........................February 04, 2019 to February 05, 2019
Due diligence by selected members from the committee………….February 07, 2019 to February 13, 2019
Selection and negotiation of contact specifics..…….…….…………February 15, 2019
Formal start date……………………………………………………….March 01, 2019
 
If the timeline changes, the Search Committee will keep you apprised.

CONTACT INFORMATION

Proposals are to be submitted to [email protected] 

For questions regarding this RFP, please contact: Sharon Florez, BOMA OKC 2019 President, [email protected]