Facilities and Workplace Services Manager

Growing private Family Office is looking for talented professionals to be a part of a dynamic team. The family office prides itself on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

Job Summary: We are a fast-paced family office managing high-end residential construction, facilities, and workplace services for our UHNW family. We are looking for a hands-on, detail-oriented Facilities and Workplace Services Manager to oversee daily operations across our offices, warehouse, and nearby properties. This in-person role balances day-to-day responsibilities like stocking supplies with larger responsibilities such as vendor coordination and supporting larger initiatives. The ideal candidate thrives in a dynamic environment, enjoys a mix of duties, and is committed to maintaining efficient and welcoming workspaces.
Facilities Operations:

• Perform daily walkthroughs of both the office and warehouse spaces to identify maintenance needs, safety hazards, and areas requiring tidiness.
• Operate and maintain equipment, including confidently running a forklift in the warehouse space.
• Act as the primary point of contact (POC) for managing the UpKeep facilities program, ensuring all tickets are logged for facilities items needing attention.
• Assign tickets to the appropriate team members, track their timely resolution, and ensure tickets are properly closed out.
• Provide regular metrics and reporting from UpKeep to support preventative maintenance planning and identify recurring issues.
• Manage a keying system, including tracking issued keys, maintaining an up-to-date log, and coordinating replacements as needed.

Office Management:

• Manage day-to-day office operations, including stocking supplies (across multiple locations), overseeing conference room setups, and supporting food service programs.
• Maintain a clean and organized workspace by addressing immediate needs such as spills, clutter, or trash removal.
• Assist in tracking office equipment and ensuring functionality, including troubleshooting minor issues or coordinating with IT as needed.
• Manage relationships with key vendors, including but not limited to food service providers, plant maintenance vendors, janitorial services, and other potential office amenities.
• Post company announcements, maintain bulletin boards, and ensure timely updates of relevant office communications.

Vendor and Budget Oversight:

• Work with the Director of Real Estate, Design & Construction to manage budgets, track expenses, and ensure cost-effective procurement of supplies and services.
• Collect, organize, and upload receipts for facilities-related expenses (related to property ops) into Expensify, ensuring all purchases are accurately tracked and reconciled in a timely manner.
• Coordinate the ordering and replenishment of snacks, drinks, and office supplies to maintain appropriate inventory levels.
• Monitor vendor performance and address any service quality concerns.

Mail and Package Management:

• Work with the mail service vendor responsible for screening packages and delivering them to the office, addressing any issues that arise.
• Manage outgoing mail programs, including coordinating logistics for large or special shipments and ensuring proper documentation and tracking.
• Ensure the proper staging, packing, and shipping of larger items from the warehouse as needed, in collaboration with any external vendors.
• Stay up to date on new technologies that could improve our efficiencies.

Warehouse Support:

• Oversee warehouse logistics, including receiving, sorting, and staging items for storage or shipment.
• Manage the Sortly inventory tracking system to ensure all items stored in the warehouse are properly logged, labeled, and accounted for.
• Conduct regular reviews of warehouse inventory to confirm that only appropriate and necessary items are kept in storage.
• Coordinate with internal teams to determine if surplus items should be repurposed, removed, or disposed of, reducing unnecessary storage use.
• Ensure the safety and organization of the warehouse, including proper storage protocols and maintaining clear walkways.

Landlord Support:

• Serve as the primary liaison with the landlord for communications regarding building updates, issues, and preventative maintenance requirements.
• Ensure compliance with building fire and life safety (FLS) testing and documentation, coordinating with the landlord and relevant teams as necessary.
• Collaborate with internal teams to develop and maintain fire drill protocols and emergency evacuation plans at the office building and warehouse, ensuring all employees are well-informed and prepared.
• Address any building-related concerns promptly, keeping leadership informed of significant updates.

Requirements:

• Office/Facilities Experience: Proven experience in office coordination, facilities coordination, or a related field. Knowledge of health and safety regulations and office security protocols is a plus.
• Organizational Skills: Strong organizational and multitasking abilities, project management skills a plus. Attention to detail is critical.
• Independent Problem-solving: Ability to work independently and proactively problem-solve to address and resolve facility and office/warehouse related issues.
• Team-First Mindset: Demonstrate a strong commitment to teamwork through active listening, empathetic communication, and a willingness to help others.
• Integrity and Confidentiality: Perform all work with integrity, honesty, and ethics. Maintain strict confidentiality at all times.
• Communication: Demonstrate excellent communication skills to effectively convey information across team members and external vendors
• Proficiency in Google Suite; knowledge of Facilities Maintenance Management Software, preferred.
• High school diploma or equivalent; bachelor's degree preferred.
• 5-7 years of experience in facilities, office management or related fields.

Salary Range

$118,000-$165,000 USD

The private Family Office is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate. We encourage applicants from all ages and backgrounds.