Overview
The Facilities Manager will oversee the daily operations, maintenance, and strategic management of IRC’s New York Headquarters, ensuring a safe, efficient, and well-maintained workplace.
Key Responsibilities
- Oversee daily operations, maintenance, and upkeep of the New York headquarters office.
- Coordinate and schedule routine maintenance, inspections, and repairs with vendors and service providers.
- Monitor and manage preventive and corrective maintenance programs.
- Conduct regular building inspections and lead site incident investigations.
- Support space planning, office moves, and workplace improvement initiatives.
- Ensure compliance with company policies, safety regulations, and building requirements.
- Support business continuity planning and emergency response activities.
- Manage the safety and security system for New York headquarters.
- Provide guidance and support for US field offices.
- Serve as security focal point for New York headquarters.
- Manage facility vendors, contractors, and service providers.
- Oversee procurement, purchase order issuance, invoice validation, and performance supervision of third-party contractors.
- Support bidding processes for maintenance services and facility projects.
- Monitor service levels and KPIs against contractual commitments.
- Manage facilities-related budgets and monitor expenditures.
- Review, process, and reconcile invoices, purchase orders, and vendor payments.
- Review and process facility rental payments.
- Track operating expenses and identify cost-saving opportunities.
- Partner with Finance for accurate accounting and month-end close.
- Prepare and oversee monthly, quarterly, and annual reporting.
- Serve as a primary point of contact for all facility-related issues.
- Coordinate with internal departments to support business operations.
- Oversee sublease and partner space sharing program.
- Serve as main point of contact for subtenant and partners.
- Liaise with building management for subtenant requests.
- Assist with event preparation and support for in-office programming and special events.
- Manage inventory of supplies, badges, and assets.
Required Experience
- 5+ years of facilities or property management experience in a nonprofit, corporate, third-party, or consulting environment.
- Demonstrated leadership skills with experience managing or directing teams and vendors.
- Strong financial acumen, including budget development, expense tracking, and invoice reconciliation.
- Ability to respond to facility emergencies and manage multiple priorities in a fast-paced environment.
- Experience managing facilities for a corporate headquarters or multi-site portfolio (preferred).
- Familiarity with safety regulations, building codes, and compliance requirements in New York (preferred).
Qualifications
- Bachelor's degree in Facilities Management, Business Administration, or a related field (or equivalent work experience) (preferred).
- CFM, FMP, or equivalent professional certification is a plus.
