Facilities Manager

FACILITIES MANAGER

Position Summary

The Facilities Manager is responsible for overseeing the day-to-day operations and maintenance of the company’s facilities, managing office supplies, assisting with visitor management, and coordinating travel and event logistics. This role also includes procurement of necessary office equipment and supplies in coordination with other departments, such as IT. The Facilities Manager plays a key role in ensuring the smooth operation of the office environment and supporting various administrative tasks, including fleet management assistance.

Job Status:

• Full-Time
• Salaried - exempt
• Reports to: Greg Finatti

Role Responsibilities:

• Office Management:
  • Manage the daily operations of the office, including cleanliness, maintenance, and overall functionality.
  • Ensure that all office supplies (stationery, pantry items, etc.) are stocked and reorder as necessary.
  • Serve as the primary point of contact for vendors and service providers, including cleaning, security, and maintenance personnel.
  • Oversee the timely completion of repairs and maintenance for the facilities, including HVAC, plumbing, and electrical systems.
• Facilities Maintenance:
  • Ensure that facilities are well-maintained, safe, and comply with health and safety regulations.
  • Perform regular inspections of the premises to identify areas that require attention and improvement.
  • Develop and maintain relationships with external contractors for repairs, renovations, and routine maintenance services.
• Visitor Management:
  • Assist with the coordination and scheduling of visitors, ensuring they are greeted and directed appropriately.
  • Prepare and manage visitor badges or access credentials as required.
• Travel Management:
  • Arrange and coordinate travel accommodations for employees, including flight reservations, hotel bookings, and car rentals.
  • Keep track of travel-related documentation and expenses, ensuring adherence to company travel policies.
• Event Planning:
  • Assist in planning and organizing company events, meetings, and conferences.
  • Coordinate event logistics, including venue selection, catering, and audio-visual setup.
• Fleet Management Support:
  • Assist in managing the company's fleet program, including vehicle maintenance schedules and coordinating with drivers.
  • Maintain vehicle registration, insurance, and compliance records.
• Procurement and IT Coordination:
  • Work closely with the IT department to procure necessary office equipment such as computers, printers, and other technology.
  • Monitor inventory levels of office equipment and ensure timely procurement to meet the needs of the office.
  • Manage vendor relationships and negotiate pricing for office supplies, equipment, and services.
• Other Duties as Assigned

Education:

• Bachelor’s degree in Business Administration, Facilities Management, or a related field is preferred.

Experience / Skills / Abilities:

• 3-5 years of experience in facilities management or office administration.
• Strong organizational skills with attention to detail.
• Ability to manage multiple tasks and work in a fast-paced environment.
• Excellent interpersonal and communication skills.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
• Experience coordinating with vendors and service providers.
• Ability to troubleshoot and resolve facility-related issues.
• Familiarity with travel booking systems and fleet management is a plus.

Job Expectations / Working Conditions:

• Ability to manage the physical aspects of office facilities, including inspections and minor repairs.
• Flexibility to handle urgent issues that may arise after normal business hours.
• Occasional travel may be required for offsite events or fleet management duties.