Facilities Manager, Aggarwal Hall

Job Description

Job Description

Facilities Manager, Aggarwal Hall

Status:  Full-Time, Exempt

Reports to:  CFO

Supervises:  Facilities/maintenance support staff and contracted vendors as assigned

Position Summary

The Facilities Manager is responsible for the day-to-day operational readiness of Aggarwal Hall, the Alumni Association's new 50,000-square-foot facility. This role owns the building systems oversight, vendor and contractor coordination, safety and compliance standards, space readiness across daily operations including the full calendar of events hosted in the building. Working closely with the Hospitality & Experiences team, this position ensures Aggarwal Hall is consistently well-maintained, safe, and a welcoming home for alumni, staff, and guests.

Key Responsibilities

Building Operations & Maintenance

• Oversee daily building operations, including HVAC, electrical, plumbing, and life-safety systems, coordinating preventive maintenance schedules to minimize disruption.
• Conduct regular facility walkthroughs to identify and resolve maintenance issues before they affect building infrastructure, events or daily operations.
• Maintain accurate records of building systems, warranties, service contracts, and maintenance history.
• Manage furniture, fixtures, and equipment inventory, including setup and reconfiguration needs across event and non-event spaces.

Vendor & Contractor Management

• Solicit, evaluate, and manage relationships with custodial, maintenance, security, and trades vendors, ensuring service levels and contract terms are met.
• Coordinate vendor scheduling around the building's event calendar to avoid conflicts with alumni programming and hospitality operations.
• Review and approve vendor invoices, track facilities-related spending against budget, and flag budget variances for review with the CFO.

Safety, Compliance & Risk Management

• Maintain compliance with fire, life-safety, ADA, and building code requirements, including required inspections and certifications.
• Develop and maintain emergency procedures for the building, including coordination with campus and local emergency services as needed.
• Serve as the primary point of contact for building-related risk issues, escalating significant concerns to the CFO promptly.
• Maintain security protocols for the building, including access control systems, keys/credentials, and after-hours coverage.

Space Readiness & Event Support Coordination

• Partner with internal and external event coordinators and clients to ensure spaces are set, clean, and functioning ahead of scheduled events.
• Coordinate facilities coverage as needed for evening and weekend events, ensuring building systems and staffing align with the event calendar.
• Support donor recognition displays and building signage, coordinating installation and maintenance logistics.
• Troubleshoot and resolve facilities issues that arise during live events, minimizing disruption to guest experience.

Reporting & Administrative Support

• Maintain the facilities budget, capital planning notes, and maintenance logs.
• Compile periodic reports on building performance, open maintenance items, and vendor performance.
• Support preparation of materials related to building operations for the board and leadership reporting as needed.

Performance Expectations

• Critical building systems maintained at full operational status, with unplanned downtime minimized and promptly resolved.
• All scheduled preventive maintenance completed on or ahead of schedule.
• Zero missed life-safety or compliance inspection deadlines.
• Event-day facilities readiness confirmed ahead of guest arrival for 100% of scheduled events.
• Vendor performance and spending tracked accurately and reported on a consistent cadence.

Qualifications

• Bachelor's degree preferred; equivalent facilities management experience may be considered in lieu of a degree.
• Minimum 3–5+ years of experience in facilities management, building operations, or a related field, ideally within a hospitality, event, or public-facing venue.
• Working knowledge of building systems (HVAC, electrical, plumbing, etc.) and applicable safety and compliance codes.
• Experience managing vendor and contractor relationships required.
• Facilities management certification (such as CFM or FMP) preferred but not required.

COMPETENCIES

• Operational discipline and follow-through
• Problem-solving under time pressure
• Vendor and contractor management
• Safety and compliance orientation
• Cross-functional collaboration
• Service orientation

WORKING ENVIRONMENT

• On-site presence required; this is not a hybrid-eligible role given the nature of building operations.
• Regular evening and weekend work required to support the building's event calendar.
• Physical requirements include the ability to walk the full facility regularly, climb stairs, and lift or move equipment and furniture.
• Availability for before/after-hours emergency response as needed.