Summary:   

The Facilities & Workplace Manager is responsible for the strategic and day-to-day management of the Company's workplace facilities and office operations. This position ensures that Company offices are safe, functional, cost-effective, well-maintained, and aligned with business needs.

The role has broad responsibility for facilities operations, commercial lease administration and negotiations, office moves and expansions, repairs and maintenance, vendor and contractor management, facility budgets, and workplace projects. The Facilities & Workplace Manager will also lead and develop a team of three Office Administrators and establish consistent workplace practices and service standards across the organization.

This position serves as the primary point of contact for facility-related matters and partners closely with senior leadership, Finance, HR, IT, landlords, brokers, contractors, and other external partners.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties or tasks may be assigned as required.

Management may modify, change or add to the duties of this description at any time without notice.

Facilities & Workplace Management:

• Manage the day-to-day operation of Company offices and workplace facilities.
• Establish and maintain consistent facility standards, processes, and service expectations across locations.
• Oversee office repairs, preventative maintenance, janitorial services, building services, access, security, furniture, equipment, and other workplace services.
• Develop and maintain relationships with landlords, property managers, contractors, and service providers.
• Identify facility issues proactively and develop practical, cost-effective solutions.
• Coordinate facility-related emergencies and business continuity needs.
• Partner with HR, IT, Security, and leadership to provide a safe, functional, and productive workplace environment.

Corporate Real Estate & Lease Administration

• Lead the Company's commercial lease administration process.
• Manage lease renewals, amendments, expansions, relocations, consolidations, and terminations.
• Lead or coordinate lease negotiations with landlords, brokers, attorneys, and other stakeholders.
• Evaluate current and future office space requirements based on headcount, business growth, operational needs, and cost.
• Partner with Finance and leadership to develop financial analyses and recommendations related to real estate decisions.
• Maintain accurate records of lease terms, costs, obligations, renewal dates, and other critical lease information.
• Identify opportunities to optimize the Company's real estate footprint and reduce occupancy costs.

Office Moves, Renovations & Workplace Projects

• Lead office relocations, expansions, renovations, consolidations, and other workplace projects.
• Develop project plans, budgets, timelines, and communication plans.
• Coordinate landlords, contractors, vendors, employees, IT, HR, Finance, and other stakeholders.
• Manage furniture procurement, space planning, signage, employee workspaces, and move logistics.
• Ensure projects are completed on time, within budget, and with minimal disruption to business operations.
• Conduct post-project reviews and identify opportunities for continuous improvement.

Vendor & Contract Management

• Select, negotiate with, and manage facility-related vendors and contractors.
• Evaluate proposals, negotiate pricing and service agreements, and monitor vendor performance.
• Ensure contracted services are delivered in accordance with agreed-upon expectations.
• Review facility-related invoices and resolve discrepancies.
• Maintain appropriate vendor contracts, documentation, insurance requirements, and service records.
• Identify opportunities to consolidate vendors, improve service levels, and reduce costs.

Budget & Financial Management

• Develop and manage the annual facilities and workplace operating budget.
• Monitor expenditures and forecast future facility-related costs.
• Manage capital expenditures associated with office improvements, moves, and facility projects.
• Analyze facility costs and identify opportunities for savings and operational efficiencies.
• Provide leadership with financial recommendations related to facilities, leases, and workplace investments.

Safety, Compliance & Risk Management

• Support compliance with applicable building, safety, accessibility, fire, and workplace requirements.
• Coordinate office safety inspections and remediation of identified issues.
• Maintain appropriate emergency preparedness and response procedures.
• Partner with relevant internal teams and building management on security and emergency response.
• Maintain appropriate facility records and documentation.

Supervisory Needs and Responsibilities: To perform this job successfully, an individual must be able to perform according to the level(s) of supervision listed below.

• Directly manage, coach, and develop three Office Administrators.
• Establish clear responsibilities, performance expectations, priorities, and service standards.
• Coordinate workload and coverage across the administrative team.
• Develop standardized processes and best practices for office administration and workplace support.
• Provide regular feedback, coaching, and performance management.
• Foster a customer-service-oriented culture focused on responsiveness and professionalism.

Minimum Qualifications and Skills: To perform this job successfully, an individual should be able to meet each requirement satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Bachelor's degree in Business Administration, Facilities Management, Operations, Real Estate, or a related field; equivalent professional experience may be considered.
• 5+ years of progressive experience in facilities management, workplace operations, corporate real estate, property management, or a related field.
• Demonstrated experience managing commercial office facilities.
• Experience managing vendors, contractors, budgets, and facility-related projects.
• Demonstrated project management experience, including office moves, renovations, expansions, or similar initiatives.
• Prior experience directly managing employees.
• Strong organizational, analytical, and problem-solving skills.
• Strong written and verbal communication skills.
• Ability to effectively manage multiple priorities and deadlines.
• Proficiency with Microsoft Office and related business systems.

Preferred Qualifications and Skills: To perform this job successfully, an individual should be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability preferred.

• Experience managing facilities across multiple office locations.
• Experience with commercial lease administration and lease negotiations.
• Corporate real estate or workplace strategy experience.
• Experience in a professional services, engineering, technology, or similarly distributed office environment.
• Experience managing capital improvement projects.
• Familiarity with facility management, space planning, or workplace management software.

Physical Demands and Working Environment: 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. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Physical Demands

• While performing the duties of this job, the employee is frequently required to sit.
• The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear.
• The employee must occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include depth perception and the ability to adjust focus.

Work Environment

• In-office setting, where most work is conducted in community work areas. Private meeting spaces are available when necessary.
• This position may have the option to work a hybrid schedule, including 1 remote day a week.