Job Description

Brief Description:

The Facilities Manager is responsible for overseeing the maintenance, operation, safety, and functionality of assigned Company facilities. This position manages building maintenance activities, preventative maintenance programs, facility-related work orders, office services, mailroom operations, vendor relationships, and property management coordination.

The Facilities Manager serves as the primary point of contact for facility-related issues, including heating and cooling, plumbing, electrical systems, building access, safety equipment, repairs, emergencies, and general workplace conditions. This role is responsible for coordinating and monitoring third-party contractors, managing facility-related expenses, maintaining appropriate inventory levels, and ensuring work is completed safely, timely, and according to Company standards and specifications.

This position is performed under the direct supervision of the Director Facilities.

Detailed Description:

• Manage the daily operation, maintenance, safety, and appearance of assigned Company facilities and grounds.
• Develop, implement, and oversee preventative maintenance programs for building systems, machinery, equipment, and grounds.
• Conduct or coordinate routine facility inspections and identify maintenance, safety, and remediation needs.
• Create, prioritize, assign, and track maintenance work orders through completion.
• Serve as the primary contact for employees and leadership regarding facility-related concerns, including climate control, odors, smoke, spills, damage, emergencies, and repairs.
• Coordinate with property management, landlords, building engineers, and other external parties regarding facility operations and maintenance requirements.
• Select, coordinate, supervise, and evaluate third-party contractors and service providers performing maintenance, repairs, installations, deliveries, and facility improvements.
• Monitor contractor performance and ensure work is completed safely, timely, within budget, and according to established specifications.
• Review scopes of work, proposals, service agreements, invoices, and supporting documentation for accuracy and compliance with approved terms.
• Assist with the development and administration of facility operating budgets, capital improvement plans, and cost-control initiatives.
• Monitor facility-related expenses, identify cost-saving opportunities, and provide regular updates regarding spending, projects, and operational needs.
• Coordinate maintenance and repairs involving HVAC, electrical, plumbing, life-safety, security, and other building systems.
• Read and interpret equipment manuals, building plans, service agreements, inspection reports, and work orders.
• Oversee required inspections and maintenance of fire extinguishers, Automatic External Defibrillators (AEDs), emergency equipment, and other life-safety systems.
• Support emergency response planning, business continuity activities, and facility-related incident response.
• Maintain accurate records of inspections, preventative maintenance, work orders, contractor activity, equipment, warranties, permits, and facility-related expenses.
• Ensure facility activities comply with applicable Company policies, safety requirements, processes, controls, and regulatory standards.
• Provide direction, coaching, and oversight to facilities employees or other personnel assigned to support facility operations.
• Communicate facility updates, service interruptions, safety concerns, and project status to employees and leadership as appropriate.
• Perform other related duties as required or deemed necessary.

Job Requirements:

• Strong organizational, analytical, problem solving and decision-making skills.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook, as well as work-order, procurement, and other business systems as required. The ability to lift up to 50 pounds on occasion.
• Frequently use a variety of hand and power tools to perform a range of mechanically oriented functions including independent use of heavy-duty handheld and long-handled tools, electric meters, and material handling equipment
• Listen for unusual noises that signify equipment and machinery problems.
• Accurate recall of information over short and long-term memory
• Must be able to work closely with others and under deadlines including time-sensitive response situations.
• Stay alert and focused, including during occasional extended work periods.
• Demonstrate clear written and verbal communication skills and ability to promptly give, and follow, directions when working with others.
• Ability to work overtime as needed/required; be available for callouts (evenings/nights, weekends, and holidays); and travel as needed for meetings, training, seminars, etc.

MinimumQualifications:

• High School Diploma or GED
• 10+ years of experience in facilities management, property management, building maintenance, or a related field.
• Two or more years of experience coordinating vendors, contractors, projects, or facility-related operations.
• Must have and maintain a valid state-issued driver's license, be eligible to drive a Company vehicle, and meet the requirements of the Company's vehicle program, policy, and/or guidelines.

Preferred Qualifications:

• Associate's or Bachelor's degree in Facilities Management, Business Administration, Construction Management, Engineering, or a related field.
• Experience managing multiple facilities or supporting facilities across multiple locations.
• Supervisory or team leadership experience.
• Experience managing facility budgets, capital projects, renovations, and vendor contracts.
• Experience with computerized maintenance management systems, work-order systems, or facility management software.
• Professional certification such as Certified Facility Manager (CFM), Facilities Management Professional (FMP), or a related credential.
• Knowledge of applicable building codes, OSHA requirements, fire and life-safety standards, and environmental or regulatory requirements.

Working Conditions:

This position requires the person to work in both office locations and on occasion, outdoors in all types of weather conditions, including precipitation, cold / heat, high wind, and turbulent conditions. The Facilities Manager will be occasionally exposed to the typical conditions of the local area. The Technician must work with an emphasis on safety for themselves and others including coworkers and third parties.

This position may require walking, standing, bending, climbing stairs or ladders, accessing mechanical areas, and responding to facility emergencies outside normal business hours.

The Facilities Manager must perform all responsibilities with an emphasis on the safety of themselves, employees, contractors, visitors, and other third parties.