Facilities Manager

Job Description

Facilities, Access, and Physical Security

• Manage daily facility readiness, including access control systems and employee badge issuance
• Conduct routine property assessments to ensure cleanliness, safety, and operational readiness
• Coordinate core facility services such as janitorial work, landscaping, snow removal, and water systems
• Address minor facility issues promptly to maintain a productive work environment

Procurement and Purchasing Support

• Reconcile purchase orders and invoices, identifying and correcting billing or data discrepancies
• Collaborate with internal quoting and purchasing teams to source hard-to-find materials and equipment
• Negotiate pricing and manage orders with non-standard or specialized suppliers
• Respond to vendor inquiries related to order status and delivery timelines

Delivery and Equipment Coordination

• Prepare facilities for the delivery and installation of complex equipment by ensuring all utility and infrastructure requirements are met, including electrical, plumbing, HVAC, piping, and specialty gases
• Coordinate the relocation of existing instruments or equipment as departmental needs evolve
• Act as the primary liaison between vendors, building services, and internal teams during deliveries

Compliance, Risk Management, and Audits

• Maintain current local business licenses and ensure documentation is audit-ready
• Prepare for and support inspections conducted by city, county, and fire authorities
• Track, log, and verify scheduled maintenance activities such as generator testing and backflow inspections
• Support compliance initiatives aligned with safety, operational, and regulatory requirements

Vendor Relations and Stakeholder Support

• Serve as the primary point of contact for landlords and property management
• Manage service contracts and external service providers
• Collaborate with operational and sales teams to support ongoing initiatives and facility needs
• Deliver internal training related to facility protocols and procedures

Administrative and Task Management

• Complete invoice reconciliations and procurement close-outs
• Ensure all service tickets, work orders, and supplier inquiries are resolved in a timely manner
• Maintain clear records and documentation related to vendors, compliance, and facilities operations