Facilities Manager

Position Summary

The Facilities Manager is responsible for the safe, efficient, and effective operation, maintenance, and overall management of the organization's facilities, buildings, grounds, equipment, and related services. This position oversees day-to-day facility operations, preventative maintenance, repairs, vendor relationships, safety and compliance activities, facility projects, and the facilities budget.

The Facilities Manager works collaboratively with leadership, employees, contractors, vendors, and other stakeholders to ensure that facilities are clean, safe, functional, well-maintained, and supportive of the organization's mission and operations. The Facilities Manager reports to the Facilities Director.

Essential Duties and Responsibilities

Facility Operations & Maintenance

• Oversee the day-to-day operation and maintenance of buildings, grounds, equipment, and facility systems.
• Implement, and monitor preventative maintenance programs in collaboration with leadership
• Coordinate routine and emergency repairs for HVAC, electrical, plumbing, mechanical, structural, and other building systems.
• Conduct regular facility inspections and identify maintenance, safety, and operational concerns.
• Maintain accurate records of inspections, repairs, maintenance activities, equipment, warranties, and service agreements.
• Ensure facilities are maintained in a clean, safe, orderly, and professional condition.

Safety, Security & Compliance

• Promote a safe environment for employees, visitors, clients, residents, and other facility users.
• Ensure compliance with applicable building, fire, OSHA, environmental, health, safety, and other regulatory requirements.
• Coordinate required inspections, certifications, permits, and testing.
• Coordinate with service providers regarding building access, security systems, and related concerns.
• Investigate and document facility-related incidents and recommend corrective actions.

Vendor & Contractor Management

• Schedule and oversee contractors and outside service providers.
• Monitor contractor performance, work quality, schedules, costs, insurance, and contract compliance.
• Maintain effective working relationships with vendors and negotiate service arrangements as appropriate.
• Ensure contractors follow applicable organizational safety and operational requirements.

Budget & Purchasing

• Develop and manage the facilities operating budget in collaboration with organizational leadership.
• Monitor expenses and maintain appropriate financial records.
• Identify opportunities to improve efficiency and reduce operating costs without compromising safety or quality.
• Purchase maintenance supplies, equipment, tools, and services in accordance with organizational policies.
• Assist with long-term capital planning and facility improvement budgets.

Projects & Space Management

• Coordinate facility renovations, construction, moves, upgrades, and other improvement projects.
• Assist with space planning, furniture/equipment needs, and allocation of facility resources.
• Coordinate project schedules and communication among contractors, employees, leadership, and other stakeholders.
• Monitor project progress, costs, quality, and completion.
• Help develop long-term plans for facility improvements, equipment replacement, and capital needs.

Staff Supervision

• Supervise and coordinate maintenance personnel.
• Provide training, coaching, and direction to maintenance personnel, including establishing work schedules.
• Ensure employees follow appropriate safety, maintenance, and operational procedures.
• Participate in hiring and disciplinary processes as appropriate.

Administrative Responsibilities

• Maintain facility-related documentation, contracts, licenses, permits, warranties, and service records.
• Maintain an up-to-date inventory of facility equipment and assets.
• Prepare regular reports regarding facility operations, maintenance, projects, expenses, and safety.
• Respond to facility-related concerns and service requests in a timely and professional manner.
• Perform other duties as assigned.