Facilities Operations Manager

Job Overview:

The Facilities Operations Manager is responsible for the safe, reliable, and effective operation of HQN. This position provides leadership for building operations, preventative maintenance, contracted services, facility security coordination, work-order management, facility projects, and overall workplace readiness.

The Facilities Operations Manager leads the Facilities Coordinator and Admin Solutions Lead and partners closely with Supply, Procurement, EHS, Manufacturing, IT, People & Organization, and external service providers. The role establishes clear service standards, coordinates resources across functions, and ensures facility needs are addressed efficiently and effectively.

HQN is the primary area of responsibility. The Facilities Operations Manager may also provide facilities guidance, project support, or coordination to other TAL locations as business needs require.

Job Functions:

Facilities Operations

• Maintain overall accountability for the condition, functionality, safety, appearance, and operational readiness of HQN.
• Establish and maintain facilities operating procedures, service standards, responsibilities, and escalation processes.
• Conduct regular facility reviews to identify maintenance needs, operational risks, service gaps, and improvement opportunities.
• Ensure HQN is prepared to support employees, customers, visitors, meetings, training programs, and company events.
• Communicate planned maintenance, service interruptions, facility projects, and significant risks to affected stakeholders.
• Provide facilities expertise and project support to other TAL locations as needed.

Team Leadership

• Lead, coach, and prioritize the work of the Facilities Coordinator and Admin Solutions Lead.
• Establish clear roles, service expectations, and accountability across the facilities and administrative-services functions.
• Coordinate responsibilities among Facilities, Admin Solutions, Supply, Procurement, internal subject-matter experts, and external service providers.
• Promote a responsive, employee-focused service culture built on communication, accountability, and follow-through.
• Ensure facility and workplace requests have clear ownership, routing, and escalation.

Maintenance and Work-Order Management

• Oversee the computerized maintenance management system, or CMMS, including work-order priorities, assignment, escalation, reporting, and recurring-issue analysis.
• Coordinate preventative and corrective maintenance for building systems, equipment, grounds, furnishings, and shared spaces.
• Partner with Building Technicians in Supply for technical maintenance, troubleshooting, preventative maintenance, plant support, and building work orders.
• Engage qualified service providers when specialized expertise, licensing, equipment, or additional capacity is required.
• Ensure required facility inspections, permits, warranties, service records, and corrective actions are completed and documented.
• Use work-order and maintenance data to identify recurring concerns, service improvements, and future capital needs.

Vendor and Contract Management

• Manage contracted facility services, including janitorial, landscaping, snow and ice removal, pest control, waste and recycling, HVAC, plumbing, electrical, elevator, roofing, and other specialty services.
• Establish vendor scopes of work, service schedules, quality expectations, response-time requirements, and escalation procedures.
• Monitor vendor performance, address service concerns, and ensure commitments are completed.
• Partner with Procurement on vendor sourcing, service agreements, contract renewals, and commercial terms.
• Review facilities-related invoices, service costs, contract compliance, and opportunities to improve quality or value.

Safety, Security, and Emergency Preparedness

• Partner with EHS, Manufacturing, IT, Supply, and People & Organization to support a safe and secure HQN environment.
• Coordinate facilities support for building access, physical keys, security cameras, alarms, access-control equipment, and the Verkada security system.
• Coordinate facilities responsibilities associated with fire-prevention activities, emergency drills, required inspections, and after-hours response.
• Ensure facility-related safety, security, or operational concerns are promptly addressed and appropriately escalated.
• Coordinate response to weather events, utility disruptions, water leaks, equipment failures, and other facility emergencies.
• Maintain appropriate facility documentation to support compliance, audit readiness, and business continuity.

Budget and Financial Management

• Develop and manage the HQN facilities operating budget and assigned capital budgets.
• Monitor expenses, forecasts, contractual commitments, recurring service costs, and budget variances.
• Review and approve facilities-related invoices and purchase requests within established authority.
• Develop recommendations and business cases for major repairs, equipment replacement, facility improvements, and capital investments.
• Partner with Procurement and Finance to support responsible purchasing, contract management, and financial controls.

Facility Projects and Capital Planning

• Lead assigned HQN facility projects, including Customer Experience Center initiatives and other workplace or building improvements.
• Define project scope, requirements, budget, schedule, responsibilities, risks, and decision points.
• Coordinate contractors, vendors, Procurement, Building Technicians, and internal subject-matter experts.
• Monitor project progress, budget performance, change requests, punch-list completion, and warranty follow-up.
• Develop short-term and long-term facility recommendations based on asset condition, business needs, risk, employee experience, and maintenance trends.
• Ensure completed projects and new assets are incorporated into applicable maintenance, warranty, and recordkeeping processes.

Shared Responsibilities with the Facilities Coordinator

• The Facilities Coordinator supports the daily administration and coordination of HQN facilities services, including:
• Reviewing, routing, updating, and following up on CMMS tickets.
• Scheduling vendors, inspections, repairs, and preventative maintenance.
• Conducting routine facility walkthroughs and documenting identified issues.
• Monitoring recurring facility services and vendor commitments.
• Maintaining permits, contracts, warranties, inspection reports, service records, and other facility documentation.
• Coordinating routine building requests, supplies, consumables, signage, keys, and furniture repairs.
• Supporting purchase requests, invoice review, expense tracking, and recurring facilities reporting.
• Communicating repair schedules, service interruptions, and work-order updates.
• The Facilities Operations Manager retains accountability for facilities strategy, operating standards, budgets, vendor performance, risk management, significant escalations, team leadership, and overall HQN results.

Travel Requirements:

• 10% travel to other TAL facilities, vendor locations or project sites

Required Qualifications and Preferred Skills:

• Bachelor's degree in facilities management, business, engineering, construction management, operations, or a related field, or an equivalent combination of education and relevant experience.
• Five or more years of progressive experience in facilities management, property management, workplace operations, building services, construction, or a related operational function.
• Experience leading employees, vendors, projects, or cross-functional teams.
• Experience managing contracted services, preventative maintenance programs, work-order systems, budgets, and facility projects.
• Working knowledge of commercial building systems, including HVAC, electrical, plumbing, fire protection, physical security, roofing, and general building maintenance.
• Demonstrated ability to manage competing priorities, coordinate multiple stakeholders, resolve operational issues, and drive work to completion.
• Experience supporting a corporate headquarters or mixed office and industrial environment.
• Experience supporting a newly constructed or recently commissioned facility.
• Experience administering a CMMS or work-order management system.
• Experience with physical security and building access-control systems.
• Facilities management, project management, or related professional certification.
• Strong vendor-management, project-management, financial-management, and problem-solving skills.
• Strong written and verbal communication skills.
• Ability to balance strategic planning with hands-on operational execution.
• Strong judgment, accountability, organization, and attention to detail.
• Continuous-improvement mindset with the ability to simplify and standardize processes.
• Proficiency with Microsoft Excel, PowerPoint, Teams, Word, and Outlook.
• Must be eligible to work in the USA long term without sponsorship.
• Employees must follow all information security policies, protect confidential data, complete required training, and report any suspected security incidents to support our information security controls.

Success Measures

• HQN is safe, functional, well maintained, and operationally ready.
• Facility work orders are appropriately prioritized, communicated, escalated, and completed.
• Preventative maintenance, inspections, permits, warranties, and corrective actions are completed and documented as required.
• Vendors consistently meet established service, quality, responsiveness, and cost expectations.
• Facility projects are delivered effectively against approved scope, schedule, and budget.
• Facility operating expenses and capital needs are appropriately planned, monitored, and communicated.
• Recurring facility issues are identified, addressed, and reduced over time.
• Employees, customers, and visitors receive a consistent and professional HQN experience.
• The Facilities Coordinator, Admin Solutions Lead, Procurement, and Building Technicians operate within a clear and coordinated service model.
• Leaders and employees receive timely communication regarding facility services, disruptions, and significant issues.

Other Duties

This job description is not intended to be an exhaustive list of all responsibilities, duties, or qualifications associated with the position. Responsibilities may change based on business needs. The Facilities Operations Manager may perform other duties as assigned.

About Toyota Automated Logistics:

Toyota Automated Logistics is your global partner for integrated warehouse automation. Our team combines the talents of Bastian Solutions, Vanderlande’s warehousing business and viastore under one brand to deliver scalable systems, intelligent software and life-cycle services.

In addition to exciting work at a growing company, we offer the following benefits:

• Health, Dental, and Vision Insurance
• 401(k) Retirement Plan with a company match
• Vacation / Holiday Pay
• Paid Volunteer time off
• Tuition Reimbursement
• Professional Associations, Conferences and Subscriptions
• Company Meetings & Events

Toyota Automated Logistics does not work with outside recruiting agencies. No solicitation phone calls please.