Facilities Manager | Job Description

Position Overview:

The Facilities Manager is responsible for the maintenance, safety, functionality, and day-to-day facilities needs of the organization’s properties, including offices, residential homes, retreat properties, storage areas, and other organizational facilities.

This is a full-time, hands-on facilities management position. The Facilities Manager performs routine maintenance when appropriate, coordinates specialized repairs and contractors when needed, and maintains systems for preventive maintenance, inspections, inventory, and facility-related projects.

Supervisory Responsibilities:

• Coordinates and oversees vendors, contractors, and maintenance personnel performing work at organizational properties.

• May direct or train staff assisting with facility-related tasks, maintenance procedures, or safety practices.

• Monitors contractor work for completion, quality, and compliance with organizational expectations.

Duties/Responsibilities:

• Maintenance and Property Operations

  • Oversee the condition, maintenance, and functionality of organizational facilities and grounds.

  • Perform routine maintenance and minor repairs within the employee’s training and ability.

  • Identify maintenance needs and determine when work should be completed internally or by a qualified contractor.

  • Develop and maintain preventive maintenance schedules for buildings, equipment, systems, and grounds.

  • Conduct routine property inspections and document maintenance needs, hazards, and corrective actions.

  • Coordinate repairs, renovations, improvements, and facility-related projects.

• Vendors and Contractors

  • Identify and coordinate appropriate vendors and contractors for specialized maintenance, repairs, inspections, and services.

  • Schedule and oversee vendor work and confirm that assigned work is completed satisfactorily.

  • Maintain relationships with service providers for cleaning, landscaping, pest control, security, utilities, and other facility needs.

  • Maintain appropriate records related to vendors, repairs, warranties, inspections, and service agreements.

• Safety and Compliance

  • Monitor facilities for safety concerns and promptly address or report identified hazards.

  • Support compliance with applicable building, fire, health, safety, and property-related requirements.

  • Maintain records of required inspections, certifications, maintenance, and corrective actions.

  • Respond to urgent facility issues and coordinate appropriate emergency repairs.

  • Implement preventive measures intended to reduce property damage, equipment failure, and safety risks.

• Inventory and Organizational Resources

  • Maintain organized storage areas and systems for facility-related supplies, tools, equipment, and materials.

  • Track significant equipment and facility-related inventory.

  • Monitor supply levels and coordinate purchases in accordance with organizational procedures.

  • Help ensure organizational equipment and property are appropriately maintained and stored.

• Budget and Administrative Responsibilities

  • Track facility-related expenses, utilities, maintenance costs, and anticipated repair needs.

  • Assist leadership with development of facility maintenance and improvement budgets.

  • Obtain quotes and estimates for significant repairs, purchases, and projects.

  • Maintain maintenance logs, inspection records, project documentation, and other facility-related records.

• Organizational and Event Support

  • Coordinate facility preparation and setup for organizational programs, meetings, fundraisers, retreats, and special events as needed.

  • Support moves, furniture setup, equipment relocation, and other facility-related logistical needs.

  • Coordinate with organizational staff to minimize disruption when repairs, maintenance, or construction affect normal operations.

• Perform other related duties as assigned.

Required Skills/Abilities:

• Practical knowledge of building maintenance, preventive maintenance, basic repairs, and facility safety.

• Ability to identify maintenance problems and determine when specialized or licensed professionals are required.

• Strong organizational and problem-solving skills.

• Ability to independently prioritize maintenance needs across multiple properties.

• Ability to coordinate vendors, contractors, projects, and competing deadlines.

• Basic understanding of facility-related budgeting, purchasing, and expense tracking.

• Ability to maintain accurate maintenance, inspection, and inventory records.

• Effective verbal and written communication skills.

• Ability to use common office and productivity software for documentation, scheduling, and tracking.

• Dependable judgment and ability to respond appropriately to urgent facility issues.

Education and Experience:

• High school diploma or GED required; Associate’s or Bachelor’s degree in Facilities Management, Business Administration, or a related field preferred.

• Three or more years of experience in facility management, maintenance, or a related role preferred.

Physical Requirements:

• Ability to lift and carry up to 50 pounds.

• Regular standing and walking, including inspections of buildings, grounds, and other properties.

• Regular bending, kneeling, crouching, reaching, and climbing as required for facility maintenance and inspections.

• Ability to use basic hand and power tools appropriate to assigned duties.

• Ability to work on ladders when necessary and appropriate.

• Ability to work indoors and outdoors in varying weather conditions.

• Ability to travel between organizational properties and transport supplies or equipment as necessary.

• Occasional early-morning, evening, weekend, or extended-hours work may be required for emergencies, special events, maintenance activities, or organizational needs.