Facility Manager-Irvine, CA

Aleto, Inc.•Irvine, CA

1d•Onsite

About The Position

Aleto specializes in federal property management, space planning, and facility management. Aleto primarily supports federal government agencies to create realty solutions, provide facility and space planning support services, and enhance strategic communications. We are looking to hire motivated people who are excited to grow with us. You'll have the potential to help improve processes and help identify solutions for our government, supporting the organizations that serve American citizens across the country. We offer the opportunity to work directly with clients to have a real impact on the day-to-day operations of federal agencies. We are a growing company that stands firm on our core values: Accountability, Ingenuity, Reliability, Service, and Stewardship. This is what sets us apart from our competitors. Aleto aspires to be the trusted advisor to senior executives for federal leasing and facilities operations decision-making. Aleto is committed to helping federal agencies improve their workspaces. Our purpose is to enhance workplaces with our innovations, while maintaining trust with dependable, responsible and high-quality service. We work hand-in-hand with our partners, from start to finish, to ensure we're identifying and delivering the best solutions based on their business needs.

Requirements

Expertise in facilities management, government property administration, and federal records management.
Associate degree in Business Administration, Information Management, Logistics, or a related field — or equivalent professional experience.
Minimum 5 years of professional experience in facilities and records management, particularly within a federal or a highly regulated environment.
Demonstrated experience in federal property and facility operations.
Proficiency in Microsoft Office Suite, SharePoint, Excel, and government database systems.
Strong understanding of NARA guidelines and federal records lifecycle management.
Familiarity with record management tools (e.g., Alfresco, FileNet, Documentum, ECMS).
Excellent organizational, written, and verbal communication skills.
Ability to lead efforts independently, prioritize work effectively, and meet strict deadlines.
Strong interpersonal skills with the ability to coordinate with multiple stakeholders (Client Staff, ARLOs, POCs, COR, contractors).
Must be Authorized to Work in the U.S.
Must be eligible to pass and maintain a Moderate Risk Public Trust Background Check (HSPD-12).

Nice To Haves

Current or previous HHS Public Trust is a plus.

Responsibilities

Manage logistics for parking allocation, signage, and stakeholder communication.
Assist in the implementation and documentation of safety, emergency preparedness, and evacuation plans.
Coordinate on-site and virtual meetings, ensuring proper room setup and technology support.
Escort vendors, contractors, and ensure compliance with access control procedures.
Support the issuance of HHS ID Badges (PIV Cards) and fingerprinting services.
Maintain inventory and usage logs for government vehicles.
Track and control physical keys and support facility security protocols.
Complete monthly fleet and key control reporting.
Proper coordination and readiness of meetings and parking logistics.
Develop a File Plan procedure tailored to the client’s specific program operations, client requirements, and office location.
Create and maintain an overview dashboard for managing and maintaining records.
Identify and resolve inconsistencies in records classification or retention.
Ensure all Program records are covered by the file plan and aligned with NARA and client schedules.
Perform annual inventories of hardcopy and digital records across file rooms, share drives, and storage systems.
Ensure compliance with NARA standards and client retention schedules.
Coordinate reviews with on-site POCs, Quality Managers, and ARLOs.
Coordinate intake and processing of digital and analog records.
Apply accurate indexing, scanning, digitization, and filing practices.
Use client systems (e.g., ECMS, Documentum, SharePoint) to manage and validate record data.
Process record retrieval requests from client staff within required timelines.
Maintain check-out logs and ensure timely return or follow-up of borrowed files.
Digitize and deliver requested records securely and in accordance with policy.
Organize and execute file room cleanups and record disposition activities.
Prepare records for destruction or transfer per retention schedules.
Complete SF-135 forms and manifests for FRC submissions and provide them to ARLOs and POCs.
Maintain a centralized dashboard summarizing records management activities.
Report issues, volumes, and compliance progress monthly.
Respond to feedback and ensure dashboard accuracy and timeliness.
Provide additional facilities support as needed to include maintaining government vehicles (logging mileage and tracking usage), mail processing, document scanning, filing, and database entry.