Facilities Manager - OTB NAM

OTB Spa•New York, NY

4d•$105,000 - $110,000

About The Position

The Facilities Manager is responsible for the overall management and maintenance of all retail store locations and the corporate office, ensuring a safe, efficient, and well-maintained environment. This role oversees facility operations, manages vendor and contractor relationships, and partners with Store Management to support business objectives. The Facilities Manager communicates clearly with cross-functional partners — including Store Management, Interior Design, Visuals, and Retail Operations — on timelines, budgets, and business impact; negotiates with vendors and contractors to expedite projects at the store, regional, and national level; and exercises sound judgment to prioritize urgent needs across stores and the corporate office.

Requirements

3+ years of experience as a Facilities Manager and/or Project Manager, ideally in a retail, luxury retail, or service-oriented environment
Bachelor's degree or equivalent combination of education and experience
Strong budget management, project management, negotiation, and problem-solving skills
Proficient in Microsoft Office (Word, Excel, PowerPoint), including pivot tables and VLOOKUPs
Working knowledge of AutoCAD and SAP preferred
Strong project and change management skills, with the ability to prioritize in a fast-paced, multi-site environment
Excellent verbal and written communication skills, with strong attention to detail
Ability to work extended hours as needed
Strong knowledge of Service Channel
Must be legally authorized to work in the United States at the time of application, with proof of eligibility provided upon request; employment is contingent on verification per federal immigration law

Responsibilities

Plan day-to-day and annual maintenance workflows
Establish priorities and objectives for upcoming projects
Delegate and direct tasks to maximize team output
Determine and request resources and equipment needed to meet objectives
Respond to facility issues reported by stores and recommend solutions
Engage vendors and contractors to meet deadlines cost-effectively
Build budgets and timelines for projects
Maintain consistent follow-up with vendors and agencies on project execution
Schedule repairs with sensitivity to store operating hours and business needs
Diagnose electrical, water, and HVAC issues and work with vendors to ensure optimal outcomes
Maintain working knowledge of health, safety, building, and fire code requirements
Build relationships with Store Management and Regional Managers across all locations
Keep stakeholders (Project Management, HR, Operations) informed on project status
Partner with the Visual team to preserve brand image throughout project execution
Review initial visual tool orders with Store Planning & Interior Design (SPID) and Visual teams
Provide status updates to leadership as requested
Partner with the Finance/Control team to ensure budget adherence and reallocate resources to address shifting priorities
Engage third parties as needed, including building owners and municipal authorities
Manage the maintenance budget
Create purchase orders in SAP for all project-related invoices
Coordinate vendor site visits and track project status
Monitor the unique maintenance needs (HVAC, fixtures, etc.) of each store location
Participate in store openings and closings
Issue a monthly report on maintenance activity, including time spent, cost, and stores involved
Maintain working knowledge of ADA requirements (water leaks, clear pathways, accessible trash/elevator access)
Ensure safe working conditions for employees and customers
Track and report monthly on the financial progress of each project, including all purchase orders, maintaining files on SharePoint for SPID team access
Support pre-construction activities (site surveys, landlord document collection, cross-departmental information gathering)
Manage and coordinate on-site construction activities
Partner with company management, general contractors, subcontractors, and suppliers to ensure projects are completed on time, on budget, and to quality standards
Close out punch lists, including on-site travel as needed
Collect closeout documents and coordinate with landlords on tenant allowances where applicable
Maintain the vendor database (capabilities, activity history, past projects) under SPID supervision