Facilities & Project Manager

Job Description

Job Description

Position Summary

The Facilities & Project Manager is responsible for maintaining safe, clean, organized, and functional company facilities while coordinating office relocations, renovations, warehouse build-outs, and other corporate projects. This position oversees routine maintenance, vendor and contractor coordination, workplace safety, project timelines, budgets, and facility readiness across assigned company locations. The role requires a hands-on, organized, and proactive professional who can manage daily facilities needs while ensuring projects are completed efficiently and in accordance with approved plans, budgets, and company standards.

Essential Duties and Responsibilities

Facilities Management & Maintenance

• Oversee the daily upkeep, cleanliness, organization, and functionality of corporate offices, warehouse spaces, and other company locations.
• Coordinate routine and preventive maintenance, repairs, HVAC, lighting, plumbing, electrical services, janitorial services, carpet cleaning, pest control, and waste removal.
• Perform facility walkthroughs to identify maintenance needs, safety hazards, and opportunities for improvement.
• Handle general upkeep as needed, including trash removal, organizing storage areas, and maintaining clean and orderly workspaces.
• Track maintenance requests, coordinate service providers, and ensure issues are resolved promptly.
• Maintain appropriate records of repairs, inspections, service agreements, warranties, and maintenance schedules.

Project Management & Facility Expansion

• Plan and coordinate office relocations, departmental moves, renovations, workspace reconfigurations, and new office or warehouse build-outs.
• Coordinate with architects, contractors, engineers, landlords, building management, IT, and internal departments to ensure project requirements are met.
• Develop and monitor project schedules, budgets, deliverables, and completion timelines.
• Coordinate furniture procurement, workstation installations, space planning, and facility readiness before occupancy.
• Monitor contractor performance, project progress, outstanding work, and completion of punch-list items.
• Identify and escalate project delays, cost overruns, and operational concerns to management.
• Maintain project documentation, estimates, approvals, invoices, and status reports.

Workplace Safety & Emergency Preparedness

• Support the implementation of workplace safety procedures and facility-related guidelines.
• Identify and report unsafe conditions, blocked exits, trip hazards, and other potential risks.
• Coordinate required building inspections, fire safety services, emergency lighting, alarms, and other facility-related maintenance with qualified providers.
• Assist with maintaining facility-related emergency procedures, evacuation instructions, and severe weather preparedness plans.
• Coordinate facility readiness during and after severe weather events, power outages, water interruptions, and other building emergencies.
• Document facility incidents and follow up on corrective actions in coordination with management and appropriate departments.

Vendor, Contractor & Budget Management

• Serve as a primary contact for facilities vendors, contractors, building management, and maintenance providers.
• Obtain and compare estimates, coordinate service appointments, monitor service quality, and follow up on outstanding work.
• Review invoices for accuracy and alignment with approved services.
• Assist with facilities and project budgets, expense tracking, procurement, and cost-control initiatives.
• Obtain appropriate management approvals before committing company funds or authorizing additional work.
• Maintain vendor contacts, service agreements, insurance documentation, and related records as applicable.

Multi-Location Operations & Administration

• Coordinate facilities needs across assigned offices, warehouse locations, and other company sites.
• Support workspace planning, departmental expansions, employee relocations, and operational readiness.
• Maintain organized records of maintenance requests, inspections, project schedules, expenses, and facility assets.
• Prepare updates regarding project status, maintenance issues, upcoming needs, and budget concerns.
• Collaborate with HR, IT, department leaders, and management to minimize operational disruptions and support business continuity.
• Perform other related facilities and project management duties as assigned.

Qualifications

Education and Experience

• High school diploma or equivalent required; degree in Facilities Management, Construction Management, Project Management, Business Administration, or a related field preferred.
• Five to ten years of experience in facilities management, project coordination, construction coordination, or commercial property operations preferred.
• Experience coordinating office moves, commercial renovations, warehouse build-outs, vendors, and contractors strongly preferred.

Knowledge and Skills

• Strong organizational, time-management, problem-solving, and project coordination skills.
• Working knowledge of commercial facility maintenance, building operations, and vendor management.
• Ability to manage multiple projects, deadlines, and competing priorities.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and Teams.
• Ability to maintain accurate records, track expenses, and communicate project updates effectively.
• Sound judgment in identifying safety concerns, prioritizing repairs, and escalating issues.
• Bilingual - English and Spanish

Physical Requirements & Work Environment

Ability to walk facility premises, inspect work areas, and work in office, warehouse, and renovation environments. The position may require occasional lifting or moving of materials consistent with applicable safety requirements, travel between company locations, and schedule flexibility for office moves, after-hours maintenance, construction activities, or urgent facility needs. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.