Facility Manager

MalaceHR is seeking an experienced Facilities Manager to support multiple warehouse and manufacturing locations. This position will oversee day-to-day facility operations, manage vendors and service providers, support facility projects, coordinate preventative maintenance programs, and partner closely with internal stakeholders across multiple sites.

The ideal candidate will have strong multi-site facilities management experience within commercial, warehouse, manufacturing, or industrial environments. This individual should be highly organized, client-focused, comfortable managing multiple vendors and competing priorities, and capable of working independently across a geographically dispersed portfolio.

In addition to the operational aspects of facilities management, this role requires someone who takes pride in creating spaces that are safe, functional, efficient, and well maintained.

Core working hours will generally fall within normal business hours; however, schedule flexibility may be required to support projects, facility emergencies, and after-hours activities.

Key Responsibilities

Multi-Site Facilities Management

• Serve as the primary facilities resource for assigned warehouse and manufacturing locations.

• Oversee daily facility operations across multiple sites.

• Ensure facilities operate safely, efficiently, and effectively.

• Coordinate general building maintenance, cleaning, mechanical systems, electrical systems, and other facility services.

• Conduct routine facility inspections and identify maintenance, safety, operational, or infrastructure concerns.

• Coordinate corrective actions and communicate findings to appropriate stakeholders.

• Develop and implement standardized building procedures and performance expectations.

• Review facility operations regularly to identify opportunities to reduce costs and improve service quality.

• Ensure critical facility and operational requirements are consistently maintained.

• Maintain detailed records of site operations, equipment, preventive maintenance activities, and work order processes.

• Support facility improvement initiatives and operational projects throughout the portfolio.

Vendor & Contractor Management

• Manage relationships with contractors, service providers, suppliers, building management teams, and landlords.

• Oversee vendor performance to ensure services are completed safely, on time, within scope, and within budget.

• Manage service level agreements and ensure vendors consistently meet established performance requirements.

• Coordinate vendors supporting:

  • General construction

  • Mechanical systems

  • Electrical systems

  • HVAC

  • Building systems

  • Cleaning services

  • Pest control

  • Repairs and maintenance

  • Preventive maintenance

  • Specialty facility services

• Support development and management of scopes of work for vendor contracts.

• Review vendor proposals and recommendations to ensure strong value and appropriate service levels.

• Monitor contract expiration dates and support rebidding and procurement activities when necessary.

• Partner with procurement teams to ensure vendor selection and contracting processes follow established policies.

• Verify that landlords at leased locations provide services required under applicable lease agreements.

• Identify opportunities to leverage preferred or national suppliers to improve cost efficiency and service consistency.

Preventive Maintenance & Building Systems

• Oversee preventive maintenance programs across assigned facilities.

• Ensure required PM activities are scheduled, completed, and properly documented.

• Monitor building mechanical and electrical systems and coordinate repairs as needed.

• Support Building Management System monitoring and maintenance.

• Identify recurring facility issues and implement long-term corrective solutions.

• Review equipment performance and asset condition to support repair-versus-replacement decisions.

• Recommend facility improvements that increase reliability, efficiency, and occupant experience.

CMMS & Work Order Management

• Manage and support CMMS and work order management systems across assigned locations.

• Monitor facility service tickets from creation through completion.

• Respond to, prioritize, assign, track, and close facility-related work orders.

• Ensure work requests are completed within appropriate response times.

• Analyze recurring work orders and service trends to identify opportunities for improvement.

• Develop programs that proactively address common facility and workplace needs.

• Maintain accurate maintenance, asset, vendor, and work order records.

Client & Stakeholder Management

• Serve as a key point of contact for facility-related matters within the assigned portfolio.

• Partner with site leaders and internal stakeholders to understand operational requirements.

• Build strong working relationships across multiple levels of the organization.

• Proactively communicate with stakeholders regarding facility concerns, projects, outages, and maintenance activities.

• Ensure client and site expectations are understood and appropriately addressed.

• Coordinate facility activities to minimize disruption to warehouse and manufacturing operations.

• Provide clear updates regarding ongoing projects, maintenance activities, and operational issues.

Financial Management

• Support development of annual facility operating budgets.

• Assist with planning for:

  • Preventive maintenance

  • Facility improvement projects

  • Capital improvements

  • Operational expenses

  • Cost-reduction initiatives

• Monitor facility spending and support financial forecasting.

• Process vendor invoices and payments.

• Create and manage purchase requisitions and purchase orders.

• Review vendor contract terms in coordination with procurement and facility leadership.

• Ensure established financial and procurement processes are consistently followed.

• Identify cost-saving opportunities without negatively affecting safety, service quality, or facility reliability.

• Track facility expenses against established budgets and targets.

Projects & Construction Support

• Support facility renovation, repair, and improvement projects.

• Coordinate contractors, vendors, internal stakeholders, and facility teams throughout project execution.

• Review project scopes, proposals, schedules, and budgets.

• Monitor construction and repair activities for quality, safety, schedule, and operational impact.

• Understand and interpret construction specifications, drawings, and blueprints.

• Support project planning and execution while minimizing disruption to ongoing operations.

• Participate in project closeout and turnover activities.

Facility Inspections & Travel

• Conduct facility inspections throughout the assigned portfolio.

• Travel between local and interstate locations as required.

• Utilize mobile and tablet-based applications to document inspections and audits.

• Capture photographs and written descriptions of facility assets and conditions.

• Evaluate asset conditions based on age, performance, maintenance history, and operational requirements.

• Document and communicate inspection findings.

• Manage travel schedules and related expenses appropriately.

• Work independently and efficiently while visiting remote sites.

Continuous Improvement

• Identify and implement opportunities to improve facility operations, service delivery, and workplace experience.

• Recommend industry best practices for facility management and maintenance.

• Develop innovative programs that improve customer service, productivity, reliability, and cost efficiency.

• Remain current on emerging facility management technologies and industry trends.

• Evaluate new systems and technologies that may improve operational performance.

• Share lessons learned and successful practices across the broader facilities organization.

• Support standardization of processes across multiple locations.

Emergency Response

• Provide support for facility emergencies and critical operational issues.

• Participate in occasional evening, weekend, or early-morning projects as required.

• Be available for periodic on-call responsibilities.

• Coordinate vendor and contractor response during urgent facility events.

• Assist with incident management and service recovery following operational disruptions.

Required Qualifications

• 4+ years of facilities operations or facilities management experience.

• Experience supporting multiple locations within commercial real estate, warehouse, manufacturing, industrial, or similar environments.

• Strong vendor and contractor management experience.

• Experience managing preventive maintenance programs.

• Strong project management skills.

• Experience supporting facility repairs, construction, and improvement projects.

• Working knowledge of mechanical and electrical building systems.

• Experience with Building Management Systems or similar building controls.

• Experience using CMMS or work order management platforms.

• Ability to understand construction specifications and blueprints.

• Strong analytical and organizational skills.

• Excellent verbal and written communication.

• Strong presentation skills.

• Ability to communicate complex operational information to senior stakeholders.

• Demonstrated ability to identify and implement operational improvements.

• Strong customer-service orientation.

• Ability to manage multiple priorities in a fast-paced environment.

• Comfortable managing facility incidents, service failures, and changing operational requirements.

• Ability to work independently across multiple locations.

• Valid driver's license.

• Ability to travel between assigned facilities as needed.

Preferred Qualifications

• Previous people-management or team leadership experience.

• Experience leading and developing facilities coordinators or other support staff.

• Project Management certification or formal project management training.

• Facility Management Professional (FMP) certification.

• International Facility Management Association (IFMA) certification.

• Building Owners and Managers Association (BOMA) certification.

• Experience supporting warehouse or manufacturing environments.

• Experience managing geographically dispersed facilities.

• Strong knowledge of vendor procurement and contract management.