Facilities Manager

Facilities Manager

Headquarters Erie PA - Erie, PA 16501

Position Summary

The Facilities Manager is responsible for the safe, efficient, and effective operation, maintenance, and overall management of the organization's facilities, buildings, grounds, equipment, and related services. This position oversees day-to-day facility operations, preventative maintenance, repairs, vendor relationships, safety and compliance activities, facility projects, and the facilities budget.

The Facilities Manager works collaboratively with leadership, employees, contractors, vendors, and other stakeholders to ensure that facilities are clean, safe, functional, well-maintained, and supportive of the organization's mission and operations. The Facilities Manager reports to the Facilities Director.

Essential Duties and Responsibilities

Facility Operations & Maintenance

• Oversee the day-to-day operation and maintenance of buildings, grounds, equipment, and facility systems.
• Implement, and monitor preventative maintenance programs in collaboration with leadership
• Coordinate routine and emergency repairs for HVAC, electrical, plumbing, mechanical, structural, and other building systems.
• Conduct regular facility inspections and identify maintenance, safety, and operational concerns.
• Maintain accurate records of inspections, repairs, maintenance activities, equipment, warranties, and service agreements.
• Ensure facilities are maintained in a clean, safe, orderly, and professional condition.

Safety, Security & Compliance

• Promote a safe environment for employees, visitors, clients, residents, and other facility users.
• Ensure compliance with applicable building, fire, OSHA, environmental, health, safety, and other regulatory requirements.
• Coordinate required inspections, certifications, permits, and testing.
• Coordinate with service providers regarding building access, security systems, and related concerns.
• Investigate and document facility-related incidents and recommend corrective actions.

Vendor & Contractor Management

• Schedule and oversee contractors and outside service providers.
• Monitor contractor performance, work quality, schedules, costs, insurance, and contract compliance.
• Maintain effective working relationships with vendors and negotiate service arrangements as appropriate.
• Ensure contractors follow applicable organizational safety and operational requirements.

Budget & Purchasing

• Develop and manage the facilities operating budget in collaboration with organizational leadership.
• Monitor expenses and maintain appropriate financial records.
• Identify opportunities to improve efficiency and reduce operating costs without compromising safety or quality.
• Purchase maintenance supplies, equipment, tools, and services in accordance with organizational policies.
• Assist with long-term capital planning and facility improvement budgets.

Projects & Space Management

• Coordinate facility renovations, construction, moves, upgrades, and other improvement projects.
• Assist with space planning, furniture/equipment needs, and allocation of facility resources.
• Coordinate project schedules and communication among contractors, employees, leadership, and other stakeholders.
• Monitor project progress, costs, quality, and completion.
• Help develop long-term plans for facility improvements, equipment replacement, and capital needs.

Staff Supervision

• Supervise and coordinate maintenance personnel.
• Provide training, coaching, and direction to maintenance personnel, including establishing work schedules.
• Ensure employees follow appropriate safety, maintenance, and operational procedures.
• Participate in hiring and disciplinary processes as appropriate.

Administrative Responsibilities

• Maintain facility-related documentation, contracts, licenses, permits, warranties, and service records.
• Maintain an up-to-date inventory of facility equipment and assets.
• Prepare regular reports regarding facility operations, maintenance, projects, expenses, and safety.
• Respond to facility-related concerns and service requests in a timely and professional manner.
• Perform other duties as assigned.

Qualifications

Required Qualifications

• High school diploma or equivalent required.
• 3-5 years of progressively responsible experience in facilities management, building operations, maintenance, property management, or a related field.
• Knowledge of building systems, preventative maintenance, facility operations, and contractor management.
• Experience managing vendors, service providers, and contractors.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and projects simultaneously.
• Working knowledge of workplace safety and applicable regulatory requirements.
• Proficiency with Microsoft Office or comparable productivity software.

Preferred Qualifications

• Experience managing renovation, construction, or capital improvement projects.
• Supervisory or management experience.
• Knowledge of energy management and sustainability practices.

Core Competencies

The successful candidate will demonstrate:

• Leadership and team-management skills
• Strong communication and interpersonal skills
• Sound judgment and decision-making
• Organization and attention to detail
• Project management skills
• Budget and resource management
• Customer-service orientation
• Vendor and contractor relationship management
• Problem-solving and troubleshooting ability
• Commitment to safety, compliance, and continuous improvement

Physical & Work Environment Requirements

• Ability to regularly walk, stand, climb stairs, and inspect various areas of facilities.
• Ability to access mechanical rooms, storage areas, rooftops, utility areas, and other facility spaces as necessary.
• Ability to occasionally lift, carry, or move equipment and materials within applicable safety limits.
• Ability to work in a variety of indoor and outdoor environments and conditions.
• May require occasional evening, weekend, holiday, or emergency response depending on organizational needs.
• Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform essential job functions.