Manager, Facilities & Admin Services

Easter Seals Southern California•Irvine, CA

About The Position

Reporting to the Director of Facilities & Administrative Services, the Manager supervises a team of coordinators and support staff to deliver high-quality facility maintenance and administrative support. Leads the day-to-day operations of Easterseals Southern California’s facilities and office administration functions, ensuring seamless daily maintenance of office facilities, prompt response to service requests, and a safe, efficient work environment across the organization’s locations. Oversees the facilities helpdesk ticket system, coordinates vendor services, and upholds organizational policies and safety standards in facility operations. Strong leadership and organizational skills are essential, as the Manager drives both operational excellence and exceptional customer service in support of all departments.

Requirements

Bachelor’s degree in Business Administration, Facilities Management, or a related field is strongly preferred. An equivalent combination of education and extensive experience in facilities/administrative operations will be considered.
Minimum of 5 years of progressive experience in facilities management, office administration, or operations, including at least 2 years in a supervisory or lead role.
Strong leadership and team management skills, with the ability to motivate staff and coordinate cross-functional efforts.
Excellent communication and interpersonal skills are required for effective interaction with all levels of associates, vendors, and senior management.
Solid understanding of facilities operations, building systems, and maintenance practices.
Knowledge of relevant codes, standards, and safety regulations (e.g., OSHA requirements, local building codes) as they apply to office facilities.
Ability to ensure compliance with licensing and safety requirements across all sites.
Proven ability to manage vendor relationships and service contracts, including evaluating vendor performance and ensuring services meet organizational needs.
Strong project management and organizational skills to oversee multiple maintenance projects or office initiatives simultaneously.
Capable of planning, prioritizing tasks, and meeting deadlines.
Proficiency in basic budgeting and financial management related to facility operations.
Able to forecast expenses, control costs, and analyze operational data to inform decision-making.
Attention to detail in maintaining records, contracts, and reports.
Proficient with standard office software (Microsoft Outlook, Word, Excel, PowerPoint) and comfortable learning specialized facility management systems.
Demonstrated commitment to customer service and stakeholder satisfaction.
Responsive and solutions-oriented, with the ability to address staff concerns regarding facilities or office services promptly and professionally.
Excellent problem-solving skills and the ability to work independently with minimal supervision.
Takes initiative and anticipates needs, able to exercise good judgment and make decisions to resolve facility and administrative issues effectively.
Maintains professionalism and composure in handling multiple priorities or emergency situations.
Ability to handle sensitive information with discretion and maintain confidentiality as needed in administrative matters.
Consistently exhibits professionalism in all interactions and upholds the values and policies of the organization.
Ability to obtain and maintain a criminal background check and fingerprint clearance from the Department of Justice and Federal Bureau of Investigation, per Easterseals Southern California and/or program requirements.
Ability to travel locally with own reliable transportation, within ESSC’s geographic territory.
Must maintain driving record in compliance with Transportation Safety Standards; maintain auto insurance and vehicle registration.
Possess and maintain a valid California driver’s license.
Ability to pass all drug testing required by ESSC.

Nice To Haves

Relevant experience in a multi-site organization or property management environment is highly desirable.
Proven track record of managing facility maintenance programs, coordinating service vendors, and improving operational processes.
Experience implementing helpdesk or work order systems and participating in facility renovation or move projects is a plus.
Experience with helpdesk or work order tracking software (e.g., Zendesk or similar ticketing systems) is preferred for managing service requests efficiently.

Responsibilities

Leads, mentors, and supervises the Facilities Coordinators and Administrative Services Coordinators, fostering a collaborative, service-oriented team culture.
Sets clear goals, delegates tasks, and provides guidance to ensure staff perform effectively and maintain high customer service standards.
Oversees the facilities helpdesk (work order/ticketing system) to ensure maintenance and repair requests from all ESSC sites are logged, prioritized, and resolved in a timely manner.
Monitors ticket queues (e.g. Zendesk) and tracks issues through completion, following up to confirm satisfaction and proper record-keeping of all requests.
Ensures all facility-related needs are addressed promptly and proactively.
Coordinates routine inspections of office sites and building systems, identifies maintenance requirements, and takes appropriate actions to keep each location in safe, optimal condition.
Works closely with the team and vendors to address issues involving HVAC, plumbing, electrical, landscaping, janitorial, and other building systems.
Maintains strong relationships with external service providers and contractors (e.g., janitorial, security, utilities, equipment maintenance).
Oversees the scheduling and quality of vendor services and ensure compliance with contract terms.
Reviews and approves vendor invoices and service proposals and assists in selecting and onboarding qualified vendors in line with company standards.
Supervises office administrative operations, including mailroom management, office supply inventory, front desk coverage, and coordination of courier and office equipment services.
Ensures that office support services (mail, phones, supplies, common areas, meeting setups) are delivered efficiently across all departments and locations, providing a well-organized work environment for staff.
Provides support for facilities projects and office changes.
Assists in planning and executing minor renovations, office relocations, or new site setups.
Coordinates with architects, contractors, IT, and other stakeholders to fulfill project requirements, minimize disruption, and ensure projects meet scope, budget, and safety standards.
Participates in safety drills or space planning initiatives as needed, in collaboration with the Risk & Safety team.
Assists in developing and managing the facilities and administrative services budget.
Monitor expenditures for maintenance, repairs, and office operations to ensure cost-effective use of resources.
Maintains records of facility leases, service agreements, and compliance documents, ensuring all facility operations adhere to internal policies as well as city, county, and state regulations.
Provides regular reports on operational metrics, expenses, and project status to the Director.
Performs other duties as assigned.