Facilities Manager

Core Duties and Responsibilities:

Building Systems & Security

Identify, manage, and actively monitor critical operating systems, including electrical, water, heating, cooling, internal security, and perimeter access controls (physical key access and card swipe permissions by zone).
Restrict access to authorized personnel for power grid, telephone, fiber, service corridors, stairwells, and utility rooms.
Convert doors to a primary building keyway system to enable emergency access while minimizing accidental lockouts of offices, control rooms, and studios.
Safeguard high-value equipment, including secure storage areas, by limiting access to employees with a documented need.
Restrict facility and database access (e.g., AP/ENPS, Reuters, Getty) promptly upon employee offboarding.

Landlord, Vendor & Contract Management

Communicate with building management, engineering, and construction teams, as well as corporate leadership, to fulfill lease and contractual obligations and secure access to key areas outside the company's direct real estate footprint.
Research, select, and negotiate with vendors, secure required permissions ahead of supplier arrival in accordance with landlord and property management policies.
Issue Certificates of Insurance to minimize company liability, and issue/replace building identification cards.
Schedule supplemental services for weekends, holidays, and after-hours needs, including freight entrance and elevator access.
Engage in ongoing discussions with commercial real estate brokers and current landlords ahead of lease expirations.

Life, Safety, Compliance & Disaster Planning

Establish, train, and maintain a current roster of First Responders, Fire Wardens, and Searchers, along with associated non-expired life-safety equipment by floor.
Liaise with city officials (e.g., FDNY, OSHA) to support inspections, schedule regular fire/life-safety system testing, and maintain full regulatory compliance.
Conduct daily safety inspections to proactively identify hazards (e.g., propped fire doors, trip hazards, improperly stored materials near sprinkler heads).
Develop and propose disaster recovery and business continuity plans, including redundancy of key systems and backup facilities.

Purchasing & Equipment Life Cycle

Manage the full equipment life cycle: research, negotiation, proposal, acceptance, installation, training, servicing, repair, and disposal.
Establish need for and manage acquisition, delivery, placement, repair, and disposal of furniture, appliances, and artwork.
Evaluate and manage service agreements (measurement services, traffic and billing, ad tracking, news/photo aggregators, music licensing, weather and stock data, hardware/software, satellite uplink, travel, and parking suppliers, etc.), including negotiation, approval, execution, renewal, and cancellation.
Canvass, authorize, order, and consolidate goods at appropriate stock levels, accounting for lead times and end-user placement.

Office Operations & Administration

Coordinate office, cubicle, and seating assignments for staff, contractors, guests, and visitors from other locations.
Supervise internal and external cleaning and food/beverage service teams.
Recruit, interview, train, schedule, and oversee part-time administrative support staff.
Maintain and prioritize a punch list of outstanding construction and facilities-related tasks across both locations.
Implement general office improvements, such as updated building security contact information, phone coverage groups, expanded reception hours, and panic alarm/notification systems.

Daily Responsibilities

Conduct daily walkthroughs and safety inspections of both facilities to identify and address hazards before they become issues.
Interface and coordinate with key departments including IT, broadcasting, graphics, advertising, social media, and others
Monitor building systems (electrical, HVAC, water, security) and respond to any alerts or irregularities.
Review and manage access control requests, key/card issuance, and offboarding-related access removal.
Track outstanding vendor, landlord, and construction punch-list items, and follow up on open action items.
Coordinate same-day or next-day vendor visits, deliveries, and supplemental service scheduling.
Respond to office operational needs, including seating changes, supply levels, and equipment requests.
Serve as the on-the-ground point of contact for building management, security staff, and internal teams for any day-to-day facilities issues.

Requirements

Bachelor’s degree preferred (Business admin, Facilities/Properties management, Engineering).

5+ years in facilities/building operations, ideally with exposure to media, IT, broadcast, or other high-security/high-uptime environments (studios, data centers, financial firms).
Prior experience managing multi-site or multi-floor operations is a plus.

Any or of the following a plus Certified Facility Manager (CFM) – IFMA, Facilities Management Professional (FMP) – IFMA, OSHA 30-Hour Certification, Fire Life Safety Director (FLSD), CPR/First Aid certification (relevant given First Responder/Fire Warden oversight)
Familiarity with building systems (HVAC, electrical, security/access control platforms), vendor/contract negotiation experience, and comfort being on call for after-hours emergencies

Compensation & Benefits

See also