Senior Manager of Facilities

POSITION SUMMARY:

The Senior Manager of Facilities exercises independent judgment and discretion in the management of facilities operations, vendor relationships, maintenance priorities, safety compliance, resource allocation, and operational planning to support agency-wide facilities objectives.   Reporting to the Sr. Managing Director of Facilities, the role executes facilities strategy, manages key operational systems, coordinates staff and vendors, and serves as a primary point of escalation for day-to-day facilities issues. The position also provides broader maintenance-operations leadership for preventive maintenance, building-system reliability, regulatory readiness, facilities planning, cost control, contractor coordination, documentation, and quality standards.

ESSENTIAL DUTIES:

Facilities Operations and Building Systems

•    Manage daily facilities operations across offices, program sites, and community spaces, ensuring consistent service standards across the portfolio.
•    Plan, organize, coordinate, and monitor maintenance and facilities activities, including repairs, building services, preventive maintenance, inspections, and emergency response.
•    Monitor HVAC, plumbing, electrical, security, life-safety, and other building systems; identify systemic or capital-level concerns and escalate appropriately.
•    Oversee the facilities service desk and work-order process so requests are logged, prioritized, assigned, tracked, completed, and documented in a timely manner.
•    Maintain site-level operations and maintenance information, procedures, standards, and records needed for consistent facilities service delivery.
•    Coordinate after-hours and urgent facilities response as required.

Preventative Maintenance, Inspections, and Compliance

•    Manage execution of the agency preventive maintenance program and yearly preventive maintenance schedule across all sites.
•    Ensure required recurring inspections, permits, testing, and vendor services are scheduled and documented for applicable regulated building systems.

•    Oversee routine facility inspections and periodic Facilities Condition Assessments; document deficiencies, establish corrective actions, and identify capital or deferred-maintenance needs.
•    Maintain and analyze maintenance, repair, inspection, and recurring-failure records to identify trends and inform planning.
•    Manage day-to-day compliance with applicable OSHA, ADA, fire/life-safety, environmental, and other facility-related requirements. 

Vendor & Contractor Management

•    Manage day-to-day relationships with vendors, contractors, and service providers, including scopes of work, quotes, scheduling, service quality, and timely completion.
•    Review routine service agreements and vendor performance, flagging renewals, significant cost changes, or larger contract decisions to the Sr. Managing Director.
•    Support facilities budget development and ongoing cost stewardship through cost-conscious purchasing, expense tracking, cost avoidance, and identification of work that can appropriately be completed in-house.
•    Maintain accountability for facilities tools, equipment, materials, and supplies and support standardized inventory practices.
•    Coordinate larger repairs, renovation work, and project scopes; support competitive bidding and contractor selection when required.

 Safety. Access, Fleet, and Organizational Support

•    Manage safety inspections and timely correction or escalation of identified hazards; lead facilities incident response and reporting for significant building events.
•    Manage agency key and access-control processes, including tracking, audits, issuance, deactivation, and resolution of outstanding access issues.
•    Manage the agency vehicle fleet, including maintenance scheduling, registration and insurance compliance, assignments, driver logs, and vehicle condition.
•    Coordinate office setups, moves, reconfigurations, event support, deliveries, and other organization-wide facilities logistics.
•    Serve as a primary day-to-day facilities partner to program, operations, and administrative teams and communicate service impacts, shutdowns, access needs, risks, and completion status.

 Team Leadership and Department Development

•    Provide day-to-day direction, coaching, training, performance expectations, and quality oversight for facilities staff assigned to the role.
•    Develop consistent work practices, safety expectations, documentation standards, and service-quality expectations across the Facilities Department.
•    Identify staff-development opportunities and help build internal technical capacity as the department grows.
•    Support future departmental growth by identifying functions that can be responsibly internalized while maintaining appropriate use of licensed and specialty vendors.

QUALIFICATIONS:

•    Valid driver's license, acceptable driving record, and ability to operate agency vehicles as required.
•    High school diploma or equivalent required; associate or bachelor's degree in facilities management, construction, or related field preferred.
•    7-9+ years of facilities, maintenance, or building operations experience, including supervisory experience.
•    Strong knowledge of building systems, maintenance practices, preventive maintenance, inspections, and safety regulations.
•    Experience coordinating vendors and contractors and managing multiple priorities and urgent facilities needs.
•    Strong problem-solving, organization, communication, customer service, time-management, and staff-development skills.
•    Experience in a nonprofit, social-services, or community-based environment and relevant technical/facilities credentials are preferred.
•    Demonstrated abilities to exercise independent judgment and discretion in evaluation operational issues, establishing priorities, resolving problems, and making recommendations affecting facilities operations and staff.

THE PERKS:

• Annual Salary: $85,000 - $95,000
• Choice of Kaiser and Sutter medical plans, plus dental and vision.
• Clipper Bay Pass - Commute for FREE!
• Generous 3 weeks of vacation annually, plus 11 Paid Holidays and 3 Floating Holidays.
• 403(b) retirement plan with employer matching.
• Flexible spending accounts for Healthcare and Dependent Care expenses.
• Life Insurance.
• Employee Assistance Program (EAP) for counseling services.
• Health Advocate Service.
• Paid Sabbatical following 5 and 10 years of employment.