Facilities Manager

Position Summary

The Facilities Manager is responsible for the overall management, maintenance, and operation of Day Pitney's 13 office locations. This position ensures that all facilities are safe, functional, well-maintained, and support a professional environment for attorneys, staff, and clients. The Facilities Manager oversees building maintenance, repairs, preventative maintenance programs, vendor relationships, capital improvement projects, and office infrastructure while ensuring consistent service and operational standards across all offices.

Essential Responsibilities

• Manage the day-to-day facilities operations for 13 office locations.
• Coordinate and oversee all repair and maintenance activities, ensuring timely resolution of facility-related issues.
• Manage HVAC, electrical, plumbing, lighting and general maintenance requests.
• Develop and implement preventative maintenance (ie. HVAC) schedules for all offices.
• Respond to emergency maintenance issues and coordinate after-hours repairs as necessary.
• Oversee office renovations, space planning, furniture installations, and office relocations.
• Coordinate with landlords, property management companies, and building engineers regarding facility issues and building operations.
• Manage vendor relationships, negotiate service contracts, and monitor contractor performance.
• Solicit competitive bids for maintenance services, repairs, and capital projects.
• Monitor facilities budgets and approve invoices while maintaining cost-effective operations.
• Ensure compliance with OSHA requirements, fire and life safety regulations, ADA standards, and applicable building codes.
• Conduct regular inspections of all office locations to identify maintenance needs and ensure consistent appearance and functionality.
• Coordinate preventative maintenance for mechanical systems, generators, elevators, security systems, and other building infrastructure.
• Maintain inventory of furniture, fixtures, equipment, and facility supplies.
• Support business continuity planning and emergency preparedness for all offices.
• Partner with Information Technology on infrastructure projects requiring facilities support.
• Maintain accurate maintenance records, vendor documentation, warranties, and facility plans.
• Develop policies and procedures to improve operational efficiency and standardize facilities management across all offices.

Qualifications

• Bachelor's degree in Facilities Management, Business Administration, Engineering, Construction Management, or a related field preferred.
• Five years of progressive facilities management experience, preferably supporting multiple office locations.
• Experience managing commercial office buildings or professional services environments; law firm experience is preferred.
• Strong working knowledge of HVAC, electrical, plumbing, building systems, and preventative maintenance programs.
• Demonstrated experience managing vendors, service contracts, and capital improvement projects.
• Ability to prioritize multiple projects and respond effectively to urgent facility issues.
• Strong budgeting, negotiation, and project management skills.
• Excellent communication and interpersonal skills with the ability to work effectively with attorneys, executives, staff, landlords, and contractors.
• Proficiency with Microsoft Office and computerized maintenance management systems (CMMS) or work order software.
• Valid driver's license and willingness to travel regularly between office locations.

Key Competencies

• Leadership and accountability
• Project management
• Vendor and contract management
• Budget administration
• Problem solving and decision making
• Customer service orientation
• Organization and attention to detail
• Emergency response and crisis management
• Communication and collaboration

Working Conditions

This position requires regular travel among the firm's 13 office locations. Occasional evening and weekend work may be required to oversee maintenance, renovations, or emergency repairs with minimal disruption to business operations.

Compensation & Benefits

This position offers a compensation range of $115,000 to $130,000 annually, commensurate with experience and qualifications. Final compensation will be determined based on factors such as experience, skills, and qualifications. Staff may also be eligible for discretionary year-end bonuses and annual merit-based increases. The comprehensive benefits package includes medical, dental, vision, life, and disability insurance, a 401 (k) retirement plan and paid time off.