FACILITIES MANAGER

Position Summary

The Facilities Manager oversees daily facilities maintenance, workplace moves, space setups, event support, work-order execution, and related operational services across assigned client locations. This role leads Facilities Technicians and Facilities & Event Support Technicians and is responsible for ensuring services are completed safely, accurately, on schedule, and in accordance with company and client expectations. The Facilities Manager serves as the primary onsite facilities contact, coordinates internal teams and approved vendors, and drives service quality, accountability, safety, and continuous improvement.

Essential Functions

- Supervise, schedule, assign, and direct Facilities Technicians and Facilities & Event Support Technicians based on preventive maintenance, work orders, events, moves, projects, and operational priorities.

- Maintain appropriate staffing and operational coverage, including early morning, evening, weekend, after-hours, and overtime coverage as required.

- Conduct team huddles to communicate daily priorities, assignments, schedules, deadlines, safety requirements, and client expectations.

- Monitor attendance, timekeeping, productivity, overtime, and schedule compliance; train, coach, evaluate, and manage employee performance and conduct; and make recommendations regarding hiring, discipline, promotion, termination, and other changes in employee status.

- Ensure technicians are properly prepared and understand assigned work, scopes, deadlines, client requirements, approved procedures, and applicable safety requirements.

- Oversee routine and preventive maintenance of building systems, workplace equipment, and assigned facilities, including minor repairs, basic carpentry, furniture assembly, and workspace modifications within the team's authorized scope.

- Establish and maintain preventive maintenance and inspection schedules and evaluate maintenance needs to determine whether work should be performed internally or requires specialized equipment, licensed trades, approved vendors, or Mobile Team support.

- Exercise independent judgment and discretion in prioritizing work, allocating labor and resources, resolving operational issues, responding to client needs, and making day-to-day decisions necessary to effectively manage assigned facilities operations.

- Inspect completed work to verify quality, safety, cleanliness, functionality, and compliance with company and client standards.

- Ensure tools, equipment, parts, supplies, and maintenance areas are properly maintained, secured, organized, and available to support operations.

- Review, prioritize, assign, and monitor maintenance, move, setup, event-support, and project work orders based on urgency, operational impact, staffing, and client requirements.

- Ensure work orders contain appropriate scopes, locations, deadlines, labor requirements, client instructions, photographs, status information, and completion documentation.

- Monitor open, overdue, recurring, and urgent work orders; review completed work before closeout and maintain accurate records within the designated CMMS or ticketing system.

- Identify recurring problems, service delays, incomplete work, or operational risks and take appropriate corrective action while keeping the client and operations leadership informed.

- Plan and oversee furniture, equipment, and workplace moves within and between assigned buildings, including the movement and placement of desks, chairs, tables, equipment, and other workplace assets.

- Review floor plans, diagrams, schedules, and client instructions and confirm staffing, equipment, access, and safety requirements before move or setup work begins.

- Ensure moves and workplace setups are completed safely, accurately, according to approved plans, and with minimal disruption to client employees and business operations.

- Conduct post-move walkthroughs to verify completion and promptly identify, address, or report damages, missing items, access concerns, or other deficiencies.

- Review event calendars and coordinate staffing, schedules, and operational requirements for meetings, events, and workplace activities.

- Oversee setup, breakdown, room flips, and transitions for conference rooms, training rooms, collaboration areas, and event spaces according to floor plans, schedules, and client specifications.

- Coordinate furniture, tables, chairs, equipment, signage, materials, and other resources necessary to support event and workplace activities.

- Conduct pre- and post-event walkthroughs, provide onsite support for changes or requests, and ensure event spaces are clean, safe, functional, properly configured, and returned to their standard setup.

- Serve as the primary onsite point of contact for facilities maintenance, moves, workplace setups, event support, projects, and related operational services.

- Coordinate with client representatives, workplace teams, security, event teams, vendors, subcontractors, Mobile Team resources, and internal operations leadership to ensure effective service delivery.

- Translate client requests into clear scopes of work, schedules, staffing plans, technician assignments, and operational requirements.

- Provide timely communication regarding staffing, work-order status, service levels, projects, events, delays, operational risks, and completion status.

- Attend client meetings, review client feedback, and implement corrective actions or service improvements while maintaining professionalism, confidentiality, responsiveness, and discretion.

- Enforce company, client, and applicable regulatory safety requirements and ensure employees follow established lifting, ladder, tool, ergonomic, material-handling, and PPE requirements.

- Conduct required safety meetings, toolbox talks, job hazard assessments, and work-area inspections and maintain applicable employee safety training and certification records.

- Identify work requiring specialized equipment, additional staffing, licensed trades, or vendor support and stop work when conditions are unsafe or outside the team's authorized scope.

- Report and document incidents, injuries, near misses, property damage, and unsafe conditions; participate in investigations and ensure required corrective actions are completed.

- Coordinate approved vendors, subcontractors, and Mobile Team resources for repairs, specialized services, and projects outside the onsite team's capabilities.

- Develop or review project scopes, estimates, schedules, access requirements, and other project documentation and communicate changes that may affect cost, schedule, safety, or operations.

- Confirm vendors meet applicable client safety, security, insurance, and access requirements; monitor vendor performance and inspect completed work before approving closeout.

- Coordinate minor facilities projects and workplace improvements from planning through completion, ensuring work meets established scope, quality, safety, schedule, and client requirements.

- Monitor technician labor hours, overtime, staffing utilization, and operational expenses and identify opportunities to improve efficiency, control costs, and minimize unnecessary overtime.

- Maintain appropriate inventory levels for tools, maintenance parts, event equipment, consumables, office supplies, and other operational materials.

- Coordinate replenishment and delivery of consumable, office, maintenance, and operational supplies across assigned client and portfolio locations, as applicable.

- Track and safeguard company and client assets, including tools, keys, equipment, furniture, supplies, and other assigned property.

- Conduct routine audits of work orders, timecards, inventory, inspection records, and supporting documentation to ensure accuracy, completeness, and compliance.

- Monitor service performance and recurring maintenance or operational issues and develop corrective action plans when established company or client standards are not met.

- Recommend and implement improvements to processes, equipment, staffing, training, and service delivery to support operational efficiency and continuous improvement.

- Ensure work is completed safely, professionally, accurately, and within required timeframes; work areas are left clean, organized, safe, functional, and ready for use; and client and company property is protected.

- Ensure facilities maintenance, moves, workplace setups, projects, and event-support services consistently meet established quality, safety, operational, and client service requirements.

- Oversee shipping & receiving technician roles/program.

Qualifications

Qualifications
•    Strong leadership, scheduling, organization, and problem-solving skills with the ability to manage multiple priorities in a fast-paced facilities environment.
•    Working knowledge of facilities maintenance, workplace moves, event support, work-order systems, safety practices, and vendor coordination.
•    Ability to read and interpret work orders, floor plans, diagrams, schedules, scopes of work, and client instructions.
•    Strong customer-service orientation with a commitment to quality, responsiveness, accountability, and continuous improvement.
Requirements
•    Bachelor’s degree in facilities management, business administration, operations management, or a related field preferred; equivalent relevant experience may be considered.
•    Progressive experience in facilities operations, maintenance, workplace services, or a related field, including experience supervising employees and coordinating vendors or projects.
•    Demonstrated ability to manage labor, schedules, work orders, service quality, safety, and client expectations.
•    Working knowledge of CMMS or ticketing systems and standard business applications.
•    Strong financial and operational management skills, including labor management, budgeting, cost control, and performance analysis.