Facilities Manager

Key Responsibilities

• Oversee daily operations, maintenance, and upkeep of the New York headquarters office.
• Coordinate and schedule routine maintenance, inspections, and repairs with vendors and service providers.
• Monitor and manage preventive and corrective maintenance programs to ensure the highest quality standards.
• Conduct regular building inspections and lead site incident investigations using structured problem-solving.
• Support space planning, office moves, and workplace improvement initiatives.
• Ensure compliance with company policies, safety regulations, and all applicable building requirements.
• Support business continuity planning and emergency response activities.
• Manage the safety and security system for both New York headquarters.
• Provide guidance and support for US field offices.
• Serve as security focal point for New York headquarters.
• Provide facilities support and guidance for US field offices.

Vendor & Contract Management

• Manage facility vendors, contractors, and service providers to ensure quality, compliance, and accountability.
• Oversee procurement, purchase order issuance, invoice validation, and performance supervision of third-party contractors.
• Support bidding processes for maintenance services and short- and long-term facility projects.
• Monitor service levels and key performance indicators (KPIs) against contractual commitments.

Financial Management

• Manage facilities-related budgets and monitor expenditures against plan.
• Review, process, and reconcile invoices, purchase orders, and vendor payments.
• Review and process facility rental payments and coordinate rent payments from sublessor and partner organizations.
• Track operating expenses and proactively identify cost-saving opportunities.
• Partner with Finance to ensure accurate accounting and timely month-end close activities.
• Prepare and oversee monthly, quarterly, and annual reporting for internal stakeholders.

Workplace & Stakeholder Experience

• Serve as a primary point of contact for all facility-related issues; coordinate timely resolutions to minimize disruptions.
• Cook
• Coordinate with internal departments to support business operations and evolving workplace needs.
• Oversee sublease and partner space sharing program.
• Serve as main point of contact for subtenant and partners.
• Liaise with building management as necessary for subtenant requests.
• Aid in event preparation and support for in-office programming and special events.
• Manage inventory of supplies, badges, and assets; ensure common areas are stocked and well-maintained.