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Facility Manager

Title:                       Facility Manager

Reports to:             Director, Workplace Solutions

Job Summary:       The Facility Manager oversees the day-to-day building operations for Heritage’s 250,000 square foot multi-site campus on Capitol Hill, supporting a 400 person workforce, and 6,000 events per year. The Facility Manager ensures that all facilities and grounds remain safe and in excellent operating condition and recommends building improvement investments, while practicing strong financial management and stewardship of resources. The Facility Manager supervises a team of three building engineers, contracted cleaning, and numerous other third-party contractors consistent with building codes, industry best practices, and alignment to departmental goals and objectives. The Facility Managers supports and works cross functionally with Operations managers in areas of physical security, emergency preparedness, events and conference services, and IT to deliver an exceptional customer experience for all staff, guests, and tenants. The Facility Manager is supervised by the Director of Workplace Solutions.

Job Duties:

  • Provides direct supervision and strategic leadership of the facility’s operations including: corrective and preventative maintenance programs, utility usage, energy management practices, capital improvement projects, building processes, and related emergency and safety systems.
  • Prepare annual operating and capital project budgets; manages contracts, process invoices, review and correct monthly ledgers, and file monthly expense reports
  • Manage vendor procurement and vendor contract negotiation for utility, preventative maintenance, and other routine building service contracts with outside vendors. Effectively communicate planned vendor work and schedules with Operations staff.
  • Manage the day-to-day building operations by supervising in-house building engineers, contracted cleaning personnel, and other contracted vendors to achieve departmental responsibilities and objectives.
  • Conduct regular preventative maintenance inspections of all buildings and critical systems to ensure proper maintenance and function, compliance with regulations, and all facilities conditions are consistent with a first-rate corporate facilities.  Ensure facilities maintain a professional public image and aesthetically pleasing appearance.
  • Manage a facility management ticketing system, tracking the submission and completion of building and maintenance requests from staff and tenants. Analyze results to improve condition of the facilities and performance of the team.
  • Effectively maintain equipment and maintenance schedules, building master keying system, hardware and finish schedules, and all other required building records.
  • Recommend building improvement projects that improve the facilities, add value, and extend the useful life of the building and its systems. Provide project management for major system repairs, capital improvement projects, and new building system implementations.
  • Develops and makes recommendations for real estate strategy based on business objectives and market conditions. Reviews and tracks tenant lease agreements.
  • Responsible for cost effective and timely decisions that are executed within budget while imposing the least possible inconvenience to staff, tenants, and guests.
  • Manage compliance with facility-related regulations, including inspections, licenses, property taxes, income and expense reporting, etc.
  • Complete annual IFMA data benchmarking and Energy Star reporting projects.
  • Manage OSHA compliance and inspections necessary for compliance with D.C. regulations.
  • Maintain building operations policies and procedures, manuals, and plans; keep plans concurrent and draft new policies and procedures as necessary.  
  • Establish and manage to annual facility management goals; perform staff performance reviews; provide regularly coaching; and support professional development opportunities.
  • Support emergency preparedness plans and drills, including training floor monitors and organizing emergency drills.
  • Other duties as assigned to support the Director of Workplace Solutions and Vice President of Operations

Skill Factors:

Education:       BA/BS in facility management, engineering or business; or equivalent combination of education and experience

Experience:     7 - 10 years of facility management experience (Facility Management certification preferred); planning and project management; operations and maintenance

Computer:       Windows, Microsoft Office, FM Software, and Internet Skills

Special Skills/Requirements:  

  • Strong management skills
  • Strong organizational skills and attention to detail
  • Strong customer service skills
  • Strong written and verbal communication skills
  • Strong knowledge of commercial mechanical, plumbing, electrical, security, and controls systems
  • Experience implementing and using facility management software
  • Ability to multi-task while setting appropriate priorities to achieve goals
  • Ability to solve problems and handle emergency situations; ability to work under pressure
  • Strong judgement, good instincts, and willingness to take direction
  • Spanish-speaking ability a plus
  • Ability to work nights and weekend, when needed
  • Understand and support the Heritage mission and vision for America
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