Facilities & Operations Manager
About The Position
GrubStreet, a leading literary arts nonprofit in Boston's Seaport District, is seeking a Facilities & Operations Manager to oversee the day-to-day operations of its Center for Creative Writing. This center includes classrooms, offices, community spaces, a stage, a podcast studio, and a bookstore/cafe. The role is crucial for maintaining a secure, comfortable, efficient, productive, and joyous workplace for staff, instructors, students, partners, visitors, and the public. The Facilities & Operations Manager will serve as the primary point of contact for all workplace and building-related matters, supporting a range of administrative and programmatic operations. This is a hands-on position, with approximately 75% of the time dedicated to space and facilities management and 25% to administrative and programmatic operations. As essential personnel, the role requires on-site presence five days a week and the ability to respond to urgent facilities issues outside of regular business hours, including evenings and weekends. GrubStreet is committed to diversity, equity, and inclusivity, and encourages applications from historically underrepresented communities.
Requirements
- 3–5+ years of experience in facilities management, property operations, and/or office operations, preferably within a public-facing, non-profit setting.
- Demonstrated skills and knowledge of building systems, preventive maintenance, inspection requirements, and emergency procedures sufficient to identify concerns and manage appropriate responses.
- Demonstrated experience managing vendors, contractors, building management, and/or service providers.
- Strong organizational and project management skills, with the ability to manage multiple priorities simultaneously.
- Excellent communication and interpersonal skills, including the ability to work effectively in a public-facing role.
- Strong attention to detail and follow-through.
- Ability to assess facilities and operational issues, including plumbing, electrical, HVAC, etc., and determine appropriate next steps, escalate issues when necessary, and make decisions on addressing issues.
- Ability to work independently, exercise good judgment, and respond calmly to urgent or unexpected situations.
- Willingness and ability to work on-site five days per week and participate in after-hours emergency response, as necessary.
Responsibilities
- Ensure GrubStreet operates an inclusive, accessible, welcoming, and well-maintained literary arts space pursuant to its mission.
- Serve as GrubStreet's day-to-day contact for building and space-related matters, including serving as the primary on-site facilities responder when there are issues.
- Conduct daily walk-throughs of GrubStreet's spaces to identify maintenance, security, cleanliness, accessibility, and other issues before they become larger problems.
- Maintain the building operations, inspections, compliance, and permitting calendars and manage for all required inspections.
- Maintain current records related to vendors, inspections, permits, insurance, access, emergency procedures, building systems, and capital projects.
- Develop and maintain routine and preventive maintenance schedules for systems and equipment serving GrubStreet's space.
- Manage maintenance, inspections, and repairs related to HVAC, plumbing, electrical, fire/life safety, elevators, security, access control, alarms, and other building systems.
- Manage vendor RFP processes, as well as access, scheduling, work-order lifecycle management, and on-site work.
- Manage recurring facilities and operational services, including cleaning, pest control, HVAC, access control and alarms, elevator, plumbing, electrical, and general repairs.
- Work closely with the Managing Director on communicating space and/or operations-related issues, concerns, and/or regulatory changes impacting the space.
- Oversee GrubStreet’s emergency response plan and protocol.
- Serve as a primary point of contact for space-related emergencies, including water leaks, fire/life safety issues, security incidents, access issues, elevator problems, utility interruptions, severe weather, and other urgent facilities events.
- Coordinate with building management, emergency services, vendors, and internal GrubStreet staff as appropriate.
- Respond to urgent facilities issues outside of regular working hours, including evenings and weekends, when necessary.
- Document incidents, response actions, costs, and required follow-up.
- Help ensure GrubStreet's spaces are prepared for classes, events, rentals, and other programs.
- Review facilities and vendor invoices for accuracy and alignment with approved work.
- Oversee, manage, and support GrubStreet's part-time Operations Assistants.
- Maintain front desk support hours.
- Attend regular check-ins with the Operations Team and provide clear written follow-up on outstanding issues and action items.
- Create and manage Operations Assistant schedules to ensure appropriate coverage for front desk, events, and operations support.
- Onboard, train, and support new part-time Operations Team staff.
- Help to improve workflows and procedures the Operations Team handles.
- Oversee and help improve standard operating procedures, reference guides, and manuals of workflows.
- Work with the Managing Director on the operations budget, as well as capital projects and fixed assets planning.
- Oversee GrubStreet’s classroom and space management processes.
- Work cross-functionally with other departments to execute projects and workflows that are connected to Operations.
- Other tasks as necessary.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
