Facilities & IT Manager

POSITION SUMMARY

The Facilities & IT Manager will be supervising several different departments. The responsibility of this role is day-to-day physical plant maintenance, operation, facilities redevelopment projects, overseeing technology & security infrastructure and support staff.

Most of this role involves day-to-day, hands-on maintenance of all Neighborhood House (NH) facilities, with responsibility for safety and the long-term stewardship of the organization's buildings, including its 16,000-square-foot headquarters. This role ensures all buildings are safe, functional, compliant, and cost-effective, while supporting the nonprofit's mission and programs. About one quarter of this role focuses on managing and overseeing the organization's technology systems and security infrastructure.

This position requires facilities maintenance skills, strong facilities systems technical knowledge, day-to-day travel between multiple sites, hands-on problem-solving and repair, working knowledge of IT and security systems, physical infrastructure, supervisory experience, and the ability to prioritize work in a resource-conscious nonprofit environment.

JOB DUTIES & RESPONSIBILITIES

Building Operations & Maintenance

• Oversee O & M manual, daily operation and upkeep of facilities, including HVAC, electrical, plumbing, fire/life safety systems, security systems, and building controls
• Perform routine inspections to identify maintenance needs, safety issues, and operational risks
• Coordinate repairs and preventive maintenance for both newly installed systems and existing building components
• Maintain building appearance, cleanliness, and functionality for staff, clients, and visitors
• Oversee organization wide facilities cleaning vendors
• Supervisor facilities volunteers

Warranty & Vendor Management

• Manage all building system warranties during the one-year coverage period
• Serve as the primary point of contact for contractors, vendors, and service providers
• Track warranty claims, schedule service calls, and ensure issues are addressed in a timely manner
• Manage all related vendor relationships across sites. Monitor vendor performance, contracts, and service agreements

Preventive Maintenance & Planning

• Develop and implement a preventive maintenance schedule for all building systems
• Maintain a standard operations manual for all facilities
• Maintain detailed maintenance logs, service records, and equipment documentation
• Identify long-term capital maintenance and replacement needs, particularly for systems or components not updated during renovation
• Support leadership with facility planning and lifecycle cost projections

Safety, Security, Compliance & Risk Management

• Oversees security systems, access control (keys/fobs) and training
• Co-leadership safety committee
• Ensure compliance with applicable building codes, safety regulations, ADA requirements, and nonprofit occupancy standards
• Conduct regular safety inspections and address hazards promptly
• Coordinate fire inspections, alarm testing, emergency systems check, and evacuation planning
• Serve as point person for emergency response related to building operations

Budget & Cost Stewardship

• Develop and manage the facilities maintenance budget
• Monitor expenses and recommend cost-effective solutions and preventive investments
• Balance immediate maintenance needs with long-term asset protection
• Participate in the board asset development and management committee

Stakeholder Support

• Respond to facility-related requests from staff and program teams
• Coordinate facilities response from building owners when NH is a lease
• Support room setups for events, minor moves, and space adjustments as needed
• Communicate clearly with leadership regarding facility conditions, risks, and priorities

Facilities Redevelopment and Planning

• Participate in the board facilities planning committee
• Oversee facilities projects, including facilities development related grants
• Coordinates renovation and construction activities
• Partner with fundraising team on new grant applications

SUPERVISORY RESPONSIBILITIES

This position is responsible for supervising and overseeing the organization's facilities and operations including, but not limited to:

• Supervising and supporting the IT team to ensure effective daily operations
• Overseeing the IT budgeting process, including planning, forecasting, and cost management
• Planning, maintaining, and supporting the organization's data connectivity and network infrastructure
• Managing and maintaining IT equipment and systems to ensure reliability, security, and performance
• Provide consistent supervision, coaching, and mentorship to staff, fostering professional growth and continuous skill development.
• Set clear goals and expectations and manage performance in alignment with organizational policies.
• Promote a positive, inclusive, and collaborative team culture that supports engagement and retention.
• Ensure staff have the tools, resources, and training needed to be successful in their roles.
• Communicate openly with staff through regular 1:1 check-ins, feedback, and team meetings.

REQUIRED SKILLS AND QUALIFICATIONS

To perform the job successfully, an individual should demonstrate the following competencies:

• Familiarity with safety, compliance, and ADA requirements
• Working knowledge of HVAC, electrical, plumbing, and building systems
• Experience with budget planning and management
• Experience coordinating vendors, contractors, and service providers
• Strong organizational and documentation skills
• Ability to assess priorities, manage multiple issues, and respond calmly in emergencies
• Strong customer service experience with multiple stakeholders
• Working knowledge of IT infrastructure
• Experience managing newly renovated buildings or warranty periods
• Knowledge of preventive maintenance planning and capital replacement forecasting
• Supervisory experience
• Current driver's license/insurance and ability to travel day-to-day between multiple sites

REQUIRED EDUCATION AND EXPERIENCE

• 3-5 years of experience in facilities management, building operations, construction, and hands on maintenance and repair (nonprofit or public-sector experience preferred)
• Certification in facilities management, building maintenance, or related trades (CMRT, CFM, or similar) is preferred.

PHYSICAL REQUIREMENTS

The physical requirements outlined below must be met to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform these essential functions:

• Ability to use power tools safely
• Ability to walk the facility regularly and conduct inspections
• Ability to lift up to 50 pounds, climb ladders, bend over, kneel, crouch, and perform light hands-on maintenance tasks
• Availability to respond to after-hours emergencies as needed

ENVIRONMENTAL WORKING CONDITIONS

The work environmental characteristics described below are representative of those an employee encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• While performing the duties of this job, the employee is occasionally exposed to moderate noise levels typical of an office environment.
• On-site role in a mission-driven nonprofit setting
• Collaborative environment supporting staff, volunteers, and community members
• Occasional evening or weekend work may be required for emergencies or special events