FACILITIES MANAGER JOB DESCRIPTION

We are seeking an experienced Facilities Manager to lead our janitorial, mail, reception, and maintenance operations. The role involves managing financials, ensuring regulatory compliance, and coordinating activities to enhance service quality. The ideal candidate will drive continuous improvement across the department, interfacing effectively with all levels of staff.

An Overview of Facilities Manager Job Description Responsibilities and Qualifications

1. The Facilities Manager is responsible for overseeing daily operations and maintenance of our corporate facilities, ensuring safety, cost-effectiveness, and compliance. This role demands strategic analytics contributions, as well as the development and execution of operational strategies. Key responsibilities include mentoring and developing facility staff, leading facility projects, events, and services with maximum efficiency through superior leadership and communication. The Facilities Manager operates independently and professionally, interacting effectively across all organizational levels.

Facilities Manager Duties and Roles:

  • Manage daily operations within budget, including supervision of personnel, maintenance functions and office equipment/items installation.
  • Assure facility is compliant with all applicable laws and regulations.
  • Maintain a comprehensive facilities plan and analytics for existing headcount and future growth.
  • Oversee, manage and develop reception and other facility personnel
  • Manage facility security surveillance and badge ID systems.
  • Evaluate, purpose, implement and maintain facility related software systems.
  • Prepare facilities budget.
  • Maintain and negotiate facility service contracts.
  • Coordinate with IT on infrastructure needs, installation, and establishment of needed services.
  • Manage and supervise all expansion projects including design, construction and equipment and furniture needs.


Facilities Manager Education and Experience:

  • Bachelors of Science or Engineering degree preferred.
  • Five (5) years of experience managing corporate facility maintenance and space utilization.
  • Knowledge of CAD designs, blueprints and layouts for optimal space utilization
  • Strategic Source vendors and contractors.
  • Manage submittal and RFP process.
  • Act as liaison with property management on all building activities.
  • Interface with all departments to ensure facility needs are provided and operating properly with little to no disruption in service.
  • Implement and maintain processes to manage facility supplies, stock inventory, and order consumables.
  • Oversee facility equipment purchases, including price negotiation, shipping and installation.
  • Provide facility analytics and maintain facilities projects budget, scope and schedule
  • Ensure equipment/product deliverables meet quality standards
  • Contract, Service and lease management
  • Create vital proposal content including scope and budget for projects

2. As the Facilities Manager, your role encompasses overseeing the entire asset lifecycle of our campus infrastructure to ensure its reliability, availability, and operational safety. You will manage project implementations aimed at continual enhancements, while executing site reliability and asset management strategies. Additionally, you will act as the Subject Matter Expert (SME) for Campus and Infrastructure Utility systems.

Facilities Manager Roles and Responsibilities:
  • Providing subject matter maintenance to the campus for utility systems, environmental monitoring systems and other mechanical-HVAC systems.
  • Creating, reviewing, and approving project design and specification documents.
  • Owning the system including maintenance systems, GMP change control, development of maintenance plans and oversight of system performance.
  • Creating and managing master data for equipment.
  • Developing a harmonised set of Facility system design standards used to specify requirements for future upgrades.
  • Improving reliability, efficiency, safety and quality compliance of building systems and process equipment through root cause analysis, corrective and preventative maintenance.
  • Tracking maintenance, reliability metrics and key performance indicators.
  • Ensuring the integration of environment, health, safety, and security into the business processes, systems and programs.
  • Building strong relationships with site Maintenance, Project Engineering, Process Support, Manufacturing, and Quality functions.


Facilities Manager Skills, Experience and Qualifications:
  • Minimum of 7 years’ experience in the pharmaceutical/biotech industry is preferred.
  • Bachelor of Science degree in engineering is required.
  • Outstanding leadership and relationship building skills in a team environment.
  • Strong analytical and communication skills are critical.
  • Organisation and technical skills with the capability to work both independently and in a team environment.
  • Ability to manage projects and prioritise appropriately.
  • Demonstrated ability to apply experience and hands-on mechanical skills to investigate system deficiencies.

3. The Facilities Manager ensures employees have a productive and safe working environment by applying best practices to manage resources, services, and processes effectively. This role oversees the organization’s physical operations, including refrigeration, heating, ventilation, air conditioning, emergency generators, plumbing, water treatment, and electrical systems. Additionally, the Facilities Manager spearheads construction projects by employing proven construction and project management principles and practices.

Facilities Manager Tasks:

  • Oversees all facilities department staff
  • Implement a facility management program including preventative maintenance and life-cycle requirements
  • Monitor the completion, documentation and follow-up of monthly facilities inspections
  • Maintain strict compliance with all federal, state and local codes, regulations and standards
  • Ensure compliance with health and safety standards and industry codes
  • Allocate and manage space for maximum efficiency
  • Review and approve all intra-office moves
  • Monitor maintenance and repair of facilities and equipment
  • Oversee facility refurbishment and renovations
  • Plan and manage facility central services such as security, cleaning, waste disposal and parking
  • Implement best practice processes to increase efficiency
  • Obtain quotes and bids from vendors and suppliers
  • Calculate and compare costs for goods and services to maximize cost-effectiveness
  • Negotiate contracts to optimize delivery and cost saving
  • Coordinate and monitor activities of contract suppliers
  • Manage contractor and vendor relationships
  • Manage and review service contracts to ensure facility management needs are being met
  • Perform inspections to ensure appropriate work completed by contractors and vendors
  • Verify payment and invoicing match contract pricing


Facilities Manager Requirements:

  • Bachelor’s degree in Facilities Management, Facilities Engineering or related qualification such as project management, business management or construction management
  • Demonstrated knowledge of principles and practices of project management
  • Working knowledge of electrical and mechanical systems
  • Sound knowledge of health, safety and environmental regulations
  • Experience in construction, maintenance and all facets of facility operation
  • Management experience
  • Solid computer and systems knowledge
  • Familiarity with building codes and other government regulations.
  • Experience with financial analysis, project planning and budgets.
  • Demonstrated ability to plan and manage a diverse portfolio of space utilization and construction projects.
  • Ability to work independently without constant or close supervision

4. The Facilities Manager will manage our engineering and manufacturing teams, focusing on innovation and efficiency improvements. This role is responsible for overseeing the design, planning, construction, and maintenance of equipment, machinery, and facilities. The ideal candidate should have experience in facilities management, and expertise in electrical, mechanical, hydraulic, and pneumatic systems, ensuring optimal operation and longevity of building systems for effective budget planning.

Facilities Manager Duties:

  • Inspects buildings' structures to determine the need for repairs or renovations.
  • Controls activities like parking space allocation, waste disposal, building security etc.
  • Documents maintenance and facilities processes and procedures. 
  • Drafts and executes related applicable policies and procedures. 
  • Ensures that the facility is clean, safe, and maintained according to company policy, procedures and in compliance with state and federal regulations.
  • Plans, budgets, and schedules facilities modifications including cost estimates, bid sheets, layouts and contracts for construction and acquisitions, in conjunction with department heads.
  • Establishes or adjusts work procedures to meet production schedules.
  • Variety of work (balance of desk work and factory floor work)
  • Directs workers in electrical, electronic, mechanical, hydraulic, and pneumatic maintenance and repair of machinery and equipment.
  • Directs workers in plumbing, pipefitting and welding duties.
  • Assists workers in diagnosing malfunctions in machinery and equipment.
  • Directs workers engaged in dismantling, assembling, and installing industrial machinery.
  • Manages related contractors and manages/reviews service contracts.


Facilities Manager Requirements:

  • Seven or more years of progressive responsibility in a Facilities/Maintenance leadership role.
  • A professional level of knowledge in a specialized field equivalent to that ordinarily acquired by completing a four-year baccalaureate program.
  • Ability to work under general direction and exercises a high level of independent judgment
  • A high level of analytical ability in administrative and technical problems
  • Generous vacation policy with yearly increases up to a maximum of 6 weeks
  • Competitive base salary plus incentive bonus
  • Advanced leadership, supervision, mentoring ability
  • Advanced client relationship and team building skills
  • Strong analytical and project management skills
  • Strong public speaking / presentation skills
  • Experience planning, designing space utilization and maintenance and operations of facilities
  • Security of work for an established, growing company that serves a diverse customer base
  • Must be eligible to work on programs subject to ITAR Regulations. 
  • Therefore, candidates must be a U.S. Citizen or a U.S. Permanent Resident ('Green Card').

5. The Facilities Manager role involves direct interaction with customers, providing insights into the organization’s offerings and addressing any complaints. This position is responsible for crafting strategies and policies to achieve organizational objectives by overseeing daily operations. The role demands strong problem-solving skills to identify issues, recognize deficiencies, and implement effective solutions. It is crucial for individuals in this role to evaluate various options daily and select the most effective course of action. Clear and persuasive communication skills are essential to discuss issues, negotiate, guide team members, and clarify organizational policies and decisions both internally and externally.

Facilities Manager Functions:

  • Establish and enforce company and customer goals, policies, and procedures
  • Formulate policies and manage daily operations to ensure the highest level of customer service is provided
  • Manage general activities related to enhancing work performance and providing services
  • Consult with other executives, staff, and board members about general operations
  • Identify places to improve performance, policies, and programs
  • Promote responsibility for safe and controlled work environments
  • Ensure that all customer complaints are handled professionally, appropriately, and in a timely manner
  • Manage existing business, and oversee foremen and laborers responsible for servicing projects


Facilities Manager Requirements and Qualifications:

  • Bachelor’s degree in business administration or closely related field
  • +5 years of experience in Facility Management
  • 5+ years of supervisory or managerial experience with strong emphasis on customer service
  • Demonstrates strong skills in: Communication, Decision-making, Leadership, and Problem-solving 
  • Demonstrates professional and political aptitude
  • Strong communication skills in French and English (oral and written)
  • Strong computer proficiency skills (Excel, Word, PowerPoint)

6. We are currently seeking a Facilities Manager to oversee daily operations and administrative duties in an assigned building. The successful candidate will be responsible for developing and implementing measures to control costs and maintain service standards that meet contract requirements. Additionally, the role involves supervising equipment inspections, quality assurance, and inventory management to ensure compliance and efficiency.

Facilities Manager Details:

  • Coordinate cleaning and maintenance service activities for assigned building.
  • Interact with customers to obtain feedback on services and special needs. Address problems and concerns.
  • Manage company's program for quality control monitoring and safety.
  • Develop operational improvement plans and implement process changes.
  • Ensure compliance with company policies and procedures and all federal, state, and local government regulations.
  • Analyze and manage the financial and the operational performance of the assigned building.
  • Ensure that payroll is accurate and submitted to the appropriate payroll personnel in a timely manner.
  • Responsible for the overall direction, coordination, and evaluation of personnel within the assigned building.
  • Carry out supervisory responsibilities in accordance with the company's policies and applicable laws.
  • Directing work, appraise performance, reward & discipline employees.
  • Address complaints, resolved problems, and terminate employees.


Facilities Manager Qualifications:

  • 2+ years recent experience working in GMP environment
  • 4+ years Facilities management experience
  • Highly preferred: Life Sciences/Bio Pharma manufacturing industry experience
  • Experience working and partnering with 3rd party facilities management companies
  • Basic comprehension of Spanish
  • Experience with audit preparation of records, processes, procedures, performance, and previous CAPAs
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