Facilities Supervisor

The Facilities Supervisor is responsible for overseeing the daily operations of building maintenance, general upkeep, and facility operations. This role includes planning, coordinating, and supervising maintenance, repair, and construction projects, as well as managing property agreements, inventories, and staff training. The Facilities Supervisor ensures the safe, efficient, and effective operation of all facilities, equipment, and systems across various locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES: This job description is intended to identify the essential functions of a position and should not be interpreted as all-inclusive. The employee may be required to perform or assume additional job-related responsibilities other than those stated in this job description.

A. Plan, schedule, and oversee general maintenance, repairs, and major construction or remodeling projects.

B. Monitor the progress of projects, ensuring timelines, budgets, and quality standards are met.

C. Conduct regular property inspections to identify and address maintenance needs, safety hazards, or operational issues.

D. Negotiate, develop, and prepare leases, permits, contracts, and other property agreements.

E. Maintain detailed records of all property agreements, repair work, and ongoing projects.

F. Manage procurement and vendor relationships for building supplies, maintenance equipment, and furniture.

G. Oversee and maintain inventory records for building supplies, office furniture, equipment, and technology (e.g., desktops, copiers).

H. Work closely with the Asset Specialist to ensure inventory controls are updated and compliant with regulations.

I. Implement and validate protocols for inventory control and regularly update the inventory database.

J. Train and supervise facilities staff on building maintenance tasks.

K. Ensure staff members follow safety protocols and perform their tasks efficiently and effectively.

L. Solicit bids and participate in the selection of contractors for various maintenance and construction projects.

M. Act as liaison with subcontractors, contractors, and vendors to manage the procurement of office equipment and services, including furniture, janitorial, and security services.

N. Coordinate the repair and maintenance of office furniture, equipment, and systems, including printers, copiers, and alarm systems.

O. Manage and coordinate the security systems, including procurement, maintenance, and monitoring of alarms and security equipment.

P. Respond to alarm system notifications or supervise actions taken to resolve issues.

Q. Procure necessary office furniture, equipment, and services (e.g., copiers, fax machines) for the organization.

R. Coordinate with vendors and contractors for facility moves, equipment setup, and services like janitorial, plumbing, electrical repairs, and ongoing maintenance of office equipment.

S. Act as a liaison between the facilities team, contractors, and building management offices.

T. Ensure the smooth operation of all facilities, ensuring that spaces are clean, safe, and operational.

U. Ensure compliance with building codes, safety regulations, and environmental guidelines.

V. Perform other duties as assigned, including assisting with special projects and administrative tasks related to facilities management.

W. Maintain up-to-date knowledge of industry trends, technologies, and best practices.

SUPERVISORY RESPONSIBILITIES: This position is responsible to the Technology and Facilities Manager.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE: High school diploma or equivalent required; a degree in facilities management, business administration, or a related field is preferred but not required. At least 3-5 years of experience in facilities management, property management, or a similar field, with 2 years of supervisory experience.

LANGUAGE SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

SKILLS and ABILITIES: Strong organizational and time management skills with the ability to handle multiple projects simultaneously. Excellent interpersonal and communication skills, with the ability to collaborate effectively with staff, contractors, and vendors. Solid knowledge of building maintenance systems, safety procedures, and facility operations. Experience with property agreements, procurement, and inventory management. Proficiency in Microsoft Office and facilities management software.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. This position may require occasional travel between center locations and the Executive Office building. The role may involve lifting and moving equipment, coordinating on-site repairs, and overseeing various facility operations.