Facilities and Projects Ops Manager

Job Description

Job Description

This position will assist in all building and construction projects, including space buildouts, future campus growth, and other facilities-related projects, under the direction of the Director. The role also encompasses managing facilities operations, contractor relationships, and maintenance activities to ensure a safe and efficient working environment.

Duties & Responsibilities :

• Manage event setup and teardown.
• Maintain independent contractor files and processes necessary purchase order payments.
• Coordinate and monitor activities related to facilities projects, cleaning, and other real estate operations.
• Coordinate the work of contracted janitorial staff.
• Assist with managing budgets related to facilities maintenance and improvement.
• Maintain records of facilities operations, including the status of ongoing work and completed tasks.
• Receive, manage, and process work order requests; ensure quick resolution of issues.
• Work closely with HR, IT, and Operations to align facility services with organizational goals and support specific needs.
• Conduct facility inspections with the Facilities Manager to ensure adherence to safety policies.
• Provide guidance on Standard Operating Procedures (SOPs).
• Assist with project delivery and administration of multiple installation projects throughout their lifecycle.
• Collaborate with multiple Project Managers to ensure project delivery meets stakeholder expectations and is completed on time and within budget.
• Act as the central information source by maintaining, communicating, and distributing project details as per stakeholder requirements.
• Follow up daily with team members and contractors on incomplete tasks and open issue logs.
• Document actions in Asana, our project management tool.
• Research, compile, process, and coordinate project data, including data entry, report generation, and metrics collection.
• Monitor budget, actual project costs, and cost commitments.
• Organize, administer, and maintain electronic and hard copy filing systems for projects.
• Assist with project closeout documentation and turnover to the Service team for warranty and post-installation support.
• Coordinate and schedule meetings related to building and events within the project scope.

Basic Qualifications :

5-7 years of related experience, or 2 years’ experience with additional specialized training or certification.

Proven experience as a facilities coordinator or relevant position.

Valid Driver's License.

Excellent verbal and written communication skills.

Solid understanding of facility maintenance and project management.

Proficient in Microsoft Office Suite and project management software (e.g., Asana).

Preferred Qualifications :

Previous project management experience : PMP certification preferred.

Experience with office renovations and construction.

Physical and Mental Requirements :

Capable of repeated bending, reaching, walking, standing, climbing stairs, and using ladders.

Good vision, color identification, depth perception, and hearing abilities.

Ability to solve complex issues and able to provide clear communication.

Benefits :

401(k)

401(k) matching

Dental / Vision insurance

Employee assistance program

Flexible spending account

Health insurance

Life insurance

Paid time off

Tuition reimbursement

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.  Such tasks shall be capable of being performed with reasonable accommodation, if necessary, that does not impair a business necessity or impose an undue business hardship and without presenting a direct threat to safety to the applicant or others.

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