Facilities Manager

The Facilities Manager will oversee the daily operations, maintenance, and strategic management of IRC’s New York Headquarters. This role is responsible for ensuring a safe, efficient, and well-maintained workplace while managing vendors, budgets, and cross-functional partnerships.

Responsibilities

• Oversee daily operations, maintenance, and upkeep of the New York headquarters office.
• Coordinate and schedule routine maintenance, inspections, and repairs with vendors and service providers.
• Monitor and manage preventive and corrective maintenance programs to ensure the highest quality standards.
• Conduct regular building inspections and lead site incident investigations using structured problem-solving.
• Support space planning, office moves, and workplace improvement initiatives.
• Ensure compliance with company policies, safety regulations, and all applicable building requirements.
• Support business continuity planning and emergency response activities.
• Manage the safety and security system for both New York headquarters and provide guidance and support for US field offices.
• Serve as security focal point for New York headquarters.
• Provide facilities support and guidance for US field offices.
• Manage facility vendors, contractors, and service providers to ensure quality, compliance, and accountability.
• Oversee procurement, purchase order issuance, invoice validation, and performance supervision of third-party contractors.
• Support bidding processes for maintenance services and short- and long-term facility projects.
• Monitor service levels and key performance indicators (KPIs) against contractual commitments.
• Manage facilities-related budgets and monitor expenditures against plan.
• Review, process, and reconcile invoices, purchase orders, and vendor payments.
• Review and process facility rental payments and coordinate rent payments from sublessor and partner organizations.
• Track operating expenses and proactively identify cost-saving opportunities.
• Partner with Finance to ensure accurate accounting and timely month-end close activities.
• Prepare and oversee monthly, quarterly, and annual reporting for internal stakeholders.
• Serve as a primary point of contact for all facility-related issues; coordinate timely resolutions to minimize disruptions.
• Coordinate with internal departments to support business operations and evolving workplace needs.
• Oversee sublease and partner space sharing program; serve as main point of contact for subtenant and partners; liaise with building management as necessary for subtenant requests.
• Assist with event preparation and support for in-office programming and special events.
• Manage inventory of supplies, badges, and assets; ensure common areas are stocked and well-maintained.

Requirements

• 5+ years of facilities or property management experience in a nonprofit, corporate, third-party, or consulting environment.
• Demonstrated leadership skills with experience managing or directing teams and vendors.
• Strong financial acumen, including budget development, expense tracking, and invoice reconciliation.
• Excellent interpersonal and communication skills; ability to partner effectively across functions and seniority levels.
• Proficiency in MS Office Suite, Outlook, SharePoint, and Box.
• Ability to respond to facility emergencies and manage multiple priorities in a fast-paced environment.
• Bachelor's degree in Facilities Management, Business Administration, or a related field (or equivalent work experience).
• Experience managing facilities for a corporate headquarters or multi-site portfolio.
• Familiarity with safety regulations, building codes, and compliance requirements in New York.
• CFM, FMP, or equivalent professional certification is a plus.

Skills

• Facilities Management
• Property Management
• Team Leadership
• Vendor Management
• Budget Development
• Expense Tracking
• Invoice reconciliation
• Microsoft Office Suite
• Outlook
• SharePoint Development
• Box
• Facility Emergency Response
• Multi-site Facilities Management
• Safety Compliance
• Compliance with Building Codes
• Financial Acumen

Languages

English