Facilities Manager

Excel Fitness•Austin, TX

12d•Onsite

About The Position

The Facilities Manager will work with the Director of Facilities and facilities department team members to implement processes by establishing standards and procedures, measuring results against standards, and adjusting. This role involves managing and sourcing national vendor relationships, including onboarding and offboarding. The Facilities Manager will collect and review proposals, coordinate shipping/receiving, order utilities, and assist in closing projects for existing locations. Facilities support duties include updating work order notes, answering calls and emails, and communicating with clients. The position is responsible for ensuring that all preventative maintenance processes and procedures are followed, and that repairs and contracted services are coordinated and conducted promptly and effectively. The Facilities Manager will provide consultation or guidance to Facilities Department Leadership on replacement, repairs, and contracted service issues, and manage the facilities maintenance database/platforms (CMMS) to optimize work ticket flow. This role will also develop and implement systems and procedures to guide work, track progress, and manage budgets for Equipment Repair, Building Repair, Small Tools/Supplies, and Contracted Services. Additionally, the Facilities Manager will assist in creating troubleshooting guides, resolve submitted tickets, set priorities, and ensure technicians have adequate resources. The role requires creating and managing reports on repair and maintenance spending, developing KPIs for service providers using CMMS metrics, and conducting quarterly business reviews. The Facilities Manager will coordinate work orders, maintain relationships with landlords, provide reports on work order status, and process invoices. They will also order owner-provided items for real estate, facilities, new construction, and remodeling projects. A key responsibility is managing in-house Maintenance Technicians and developing them through performance management, goal setting, training, and maintaining strong employee relationships. The role also involves developing and maintaining strong relationships with the Operations Team through regular meetings and site visits, and working with other departments to improve tools and processes for capital initiatives and facility maintenance. Ensuring a safe and clean work environment in compliance with OSHA standards is also crucial.

Requirements

High School diploma or equivalent required.
At least 3-5 years of experience in multi-site facilities management required.
At least 2 years of experience managing a team of technicians.
Must hold a valid state driver’s license, proof of insurance, an acceptable driving record, and reliable transportation.
Excellent communication skills
Experience in managing ticketing systems and using reporting functions.
Excellent organizational skills including time management and process oversight.
Strong ability with Microsoft Suite, including Excel, Outlook, Word, and PowerPoint.
Displays a resilient and adaptable style, responding positively and adapting to changing demands and priorities.
Provides professional customer service excellence internally and externally.
Ability to liaise with individuals at all levels and present ideas succinctly and with confidence.
Must be able to exercise sound judgment when triaging facility issues and identifying necessary actions to resolve them.
Excellent communication skills, both written and verbal, with internal and external customers.
Initiative and problem-solving ability in a fast-paced environment.
Strong attention to detail.
Ability to work independently and as part of a team.
Fundamentals of facilities and construction techniques, methods, practices, building code compliance, and project management.
Understanding of basic accounting principles.
Keep current on new technological changes that apply to the facilities industry.

Nice To Haves

Associate’s degree facilities management, administration, and/or related field preferred.
Equivalent related work experience or combination of experience and education may be considered in lieu of Associate’s degree.

Responsibilities

Work with the Director of Facilities and facilities department team members to implement processes by establishing standards and procedures, measuring results against standards, and adjusting.
Manage and source national vendor relationships up to and including the onboarding and offboarding process.
Collects and review proposals ensuring cost fairness while protecting company margins, coordinate shipping/receiving, orders utilities, and aids in closing projects for existing locations.
Facilities support duties include regularly updating work order notes, answering telephone, and emails, and communicating with clients.
Ensure that all preventative maintenance processes and procedures are followed and supported by key team players.
Responsible for ensuring repairs and contracted services are coordinated and conducted promptly and effectively.
Provide consultation or guidance to Facilities Department Leadership on replacement, repairs, and contracted service issues, providing the necessary direction for resolution.
Manages facilities maintenance database/platforms (CMMS) to optimize work ticket flow.
Manage the facilities maintenance database or platform.
Use the database or platform to optimize the flow of work tickets.
Develop and implement systems and procedures to guide work, track progress, and manage Equipment Repair, Building Repair, Small Tools/Supplies, and Contracted Service budgets.
Assist in the creation of troubleshooting guides.
Resolve submitted tickets, set priorities and timelines to complete them, and ensure those under their direction have adequate work details, parts, and resources to close out assigned facility tickets promptly.
Create and manage required reports on repair and maintenance spending to assess and decipher data.
Using the work order CMMS metrics, develop KPI’s for all connected service providers.
Conduct service provider quarterly business reviews to evaluate work performance, quality, and productivity to ensure location needs are met, work orders are completed satisfactorily, and all internal and external standards are followed, and all KPI’s are being met or exceeded.
Coordinates work orders and maintains relationships with landlords across the company footprint.
Provide reports on open and closed work orders and check status with the appropriate maintenance technician, vendor, or supplier.
Collects and processes invoices and ensures proper cost center coding.
Order owner-provided items for real estate, facilities, new construction, and remodeling projects.
Manage the in-house Maintenance Technicians to ensure location needs are met, work orders are completed satisfactorily, and all internal and external standards are followed.
Develop Maintenance Technicians by managing performance, setting goals, providing ongoing training, and maintaining strong employee relationships.
Develop and maintain strong relationships with Operations Team by conducting regular touch base meetings, site visits, and providing consistent project status reports.
Work with other departments to improve tools and processes for the execution of capital initiatives and facility maintenance.
Responsible for a safe and clean work environment in all facilities, following all OSHA standards and safety procedures.