Facilities Manager

About the Role

This is a hands-on leadership role responsible for managing facilities operations while also performing routine maintenance, troubleshooting, repairs, inspections, and other facility-related tasks as needed. The Facilities Manager works alongside facilities staff and contractors, directly responding to building maintenance needs rather than functioning solely in an administrative or supervisory capacity.

Responsibilities

• Oversee all purchases, including fixed assets, and establish purchase procedures and an integrated purchasing system. Ensure information regarding fixed asset purchases is communicated to accounting staff.
• Address space needs of the agency and collaborate with the Executive Team on additional space requirements.
• Manage remodeling projects and office moves, including developing work plans and scheduling work with outside vendors.
• Assist staff with troubleshooting building and equipment problems, determining whether repairs should be completed internally or referred to contractors.
• Conduct routine inspections of facilities to identify maintenance, safety, operational, and regulatory issues.
• Manage and coordinate staff response to urgent facility issues such as water leaks, HVAC failures, electrical problems, building access issues, weather-related damage, and other emergencies.
• Maintain tools, equipment, replacement parts, and maintenance supplies.
• Coordinate and assist with furniture installation, office moves, equipment relocation, and workspace modifications.
• Ensure maintenance requests are prioritized, assigned, completed, documented, and communicated to affected departments.
• Ensure compliance with CARF standards related to safety and security and update Environment of Care policies.
• Maintain knowledge of applicable federal, state, and local building codes, fire and life-safety requirements, ADA accessibility standards, OSHA regulations, and occupancy requirements.
• Ensure facility repairs, modifications, renovations, and construction activities comply with building codes, permitting requirements, fire codes, accessibility standards, and organizational policies.
• Determine when work requires permits, inspections, licensed contractors, or regulatory approval and ensure compliance.
• Supervise mail operations, including distribution, record-keeping, and postage requests, and provide monthly usage reports to the Accountant.
• Oversee the contract for all suites at the main campus.
• Coordinate with Supported Employment to address issues related to cleaning staff.
• Manage non-electronic key control.
• Supervise maintenance of supply stocks, including office supplies and catering cabinet.
• Serve as the contact person for all logistical functions within the agency (e.g., pagers, fax, phones, shredding service, long-term storage, advertising).
• Participate as a member of Forms, Manager’s, and Quality Improvement (QI) committees.

Requirements

• Associate’s or Bachelor’s degree preferred.
• Active driver’s license and minimum state-required auto insurance.
• 3+ years of supervisory or management experience with direct reports preferred.
• 5+ years of experience in facilities, commercial building maintenance, property management, construction, or related fields, including hands-on maintenance experience.

Qualifications

• Demonstrated knowledge of facilities maintenance, purchasing systems, vendor management, and technology systems.
• Proficiency in Windows Office programs, including Outlook, Excel, and Word.
• Working knowledge of HVAC, electrical, plumbing, carpentry, mechanical, fire/life-safety, and other commercial building systems.
• Understanding of applicable building, fire, safety, accessibility, and occupancy codes and regulations.
• Knowledge of OSHA workplace and maintenance safety requirements.
• Ability to read and interpret construction drawings, floor plans, equipment documentation, specifications, and maintenance manuals.
• Knowledge of preventive maintenance principles and facility lifecycle management.
• Ability to troubleshoot building and mechanical problems and determine corrective actions.
• Knowledge of contractor/vendor management, purchasing, budgeting, and project management.
• Familiarity with CARF and Environment of Care requirements.
• Proficiency with computerized work-order/facility management systems and Microsoft Office applications.

Skills

• Excellent written and verbal communication skills.
• Ability to use and troubleshoot basic business equipment.
• Strong interpersonal skills to interact with a wide range of individuals.
• Ability to multi-task with a high level of accuracy and timeliness.
• Commitment to maintaining client confidentiality.

Physical Demands and Work Environment

The physical demands described are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Regularly required to stand, walk, sit, speak, hear, and use hands to operate tools, equipment, computers, and other office devices.
• Frequently required to bend, stoop, kneel, crouch, reach, climb stairs, and work in confined or difficult-to-access areas.
• Must be able to lift, carry, push, or pull up to 50 pounds independently; heavier items require assistance or equipment.
• Must be able to safely climb and work from ladders or step stools.
• Requires sufficient visual ability to inspect buildings and equipment, read instructions, and identify maintenance or safety concerns.
• Requires mobility and stamina to travel throughout facilities and grounds and respond to maintenance needs.
• Must be able to drive between company locations.

Work is performed in healthcare facilities, administrative offices, mechanical and utility areas, storage spaces, outdoor areas, and occasionally construction or renovation sites. May be exposed to dust, dirt, cleaning chemicals, fumes, noise, temperature fluctuations, inclement weather, and moving or mechanical equipment. May occasionally work in areas occupied by clients experiencing behavioral health symptoms; adherence to organizational safety, confidentiality, and trauma-informed practices is required. Regular travel between company locations may be required. May occasionally be required to work evenings, weekends, or holidays or respond to urgent facility issues outside normal working hours. Must follow all applicable workplace safety, infection-control, emergency-preparedness, and personal protective equipment requirements.