Sr. Manager, Facilities & Security Operations

Planned Parenthood of Central & Western New York•Rochester, NY

8d•Onsite

About The Position

The Senior Manager, Facilities & Security Operations is responsible for operational performance, maintenance, safety, physical security support, and long-term stewardship of approximately 16 clinical, administrative, and program facilities across the affiliate. The role oversees facility operations, maintenance, vendors and contractors, capital projects, compliance support, emergency preparedness, and security-related facility systems and improvements. It partners with Health Services, Compliance, Quality & Risk Management, Information Technology, Finance, Human Resources, Security, and Operations leadership to keep facilities safe, secure, compliant, functional, and welcoming for patients, staff, and visitors. This is a working leadership position combining hands-on facility operations, maintenance, repairs, and project execution with staff supervision, vendor management, compliance support, budgeting, and operational planning. Approximately 60% of responsibilities focus on facility operations, maintenance, repairs, and project execution, and approximately 40% focus on leadership, planning, budgeting, compliance support, and administrative oversight. The position maintains a significant field presence and travels regularly among affiliate locations. It also participates in the Facilities & Security on-call rotation and provides leadership support during facility, security, and operational emergencies. The role manages day-to-day facility operations and maintenance; supervises Facilities & Security staff; manages vendors, contractors, construction, renovation, and capital projects; supports regulatory compliance, risk assessment, and emergency preparedness; and develops facility budgets, plans, reports, and operational systems. The position is full-time, 40 hours per week, with a regular Monday–Friday schedule and occasional evening and weekend work.

Requirements

At least 7 years of progressive experience in facilities management, construction, building operations, maintenance, property management, or a related field, including responsibility for projects, contractors, vendors, or operational leadership.
At least 3 years of supervisory, leadership, or project management responsibility.
Associate degree in Facilities Management, Construction Management, Building Operations, Business Administration, or a related field preferred; equivalent combinations of education, technical certifications, skilled trades training, military experience, and relevant work experience will be considered.
Strong vendor and contract management skills.
Experience with budgeting, capital planning, and cost management.
Ability to manage multiple priorities and complex projects simultaneously.
Strong communication and cross-functional leadership skills.
Proficiency with Microsoft Outlook, Excel, Word, facility management systems, work order systems, ticketing platforms, and related technologies.
Ability to prepare reports, manage budgets, maintain documentation, and communicate effectively with leadership, staff, contractors, and external partners.
Working knowledge of physical security principles and systems, including access control, video surveillance, intrusion detection, duress/panic alarms, secure key and credential practices, and security-related preventive maintenance.
Ability to maintain confidentiality and exercise sound judgment when handling security incidents, vulnerabilities, access information, investigations, and sensitive operational matters.
Ability to translate security assessments and incident findings into practical facility improvements, corrective actions, project scopes, and budget recommendations.
Strong organizational, project management, problem-solving, and decision-making skills.
Ability to travel regularly between all affiliate locations.
Ability to assess facility issues, determine appropriate solutions, and coordinate internal and external resources.
Ability to perform the essential functions with or without accommodation, including lifting up to 50 pounds with or without accommodation.

Nice To Haves

Experience supporting operations across multiple facilities, campuses, districts, territories, or geographically dispersed locations.
Experience managing contractors, vendors, construction projects, maintenance programs, and service agreements.
Experience supporting physical security operations or security-related facility systems, projects, vendors, incident response, or emergency preparedness in a multi-site environment.
Experience developing scopes of work, reviewing vendor proposals, and managing construction, renovation, maintenance, or infrastructure projects from planning through completion.
Experience developing and monitoring operating budgets and capital projects.
Experience in commercial facility operations and maintenance.
Experience in construction, renovation, or facilities project management.
Experience with building systems and infrastructure maintenance, preventive maintenance planning, grounds, and property management.
Experience with life safety and physical security systems, including access control, intrusion detection, duress/panic alarms, video surveillance, secure entrances, lighting, and related security infrastructure.
Experience in healthcare, ambulatory care, nonprofit, educational, municipal, or other multi-site environments.
Experience with accreditation readiness, regulatory compliance, safety, or risk management activities.
Experience with capital planning and budget management, emergency preparedness and business continuity planning, cross-functional leadership, and stakeholder engagement.
Experience with facilities management systems such as WorxHub or similar.
Practical hands-on building maintenance knowledge.

Responsibilities

Manage day-to-day facility operations across affiliate locations, including maintenance, repairs, landscaping, environmental services, grounds, and facility improvements.
Perform and oversee maintenance, repairs, and troubleshooting involving building systems, infrastructure, and general construction-related work.
Assess facility conditions and determine whether work should be completed internally or by outside vendors.
Ensure HVAC, plumbing, electrical, life safety, and other building systems support operational and clinical needs.
Conduct routine facility inspections and assessments; identify risks, deficiencies, maintenance needs, and improvement opportunities.
Set facility maintenance, repair, and operational priorities according to risk, compliance requirements, operational impact, and available resources.
Support continuity of operations during disruptions, emergencies, renovations, and facility projects.
Supervise, direct, coach, and support Facilities & Security direct reports; assign work, establish priorities, monitor completion, and promote effective service delivery.
Oversee work order management and performance standards, and help ensure appropriate staffing and coverage across locations.
Support hiring, onboarding, employee relations, training, development, and performance management in partnership with Human Resources.
Provide additional leadership, coordination, problem-solving, and operational support for security operations and incidents when needed.
Manage facility vendors, contractors, consultants, and service providers; develop scopes of work, solicit bids, evaluate proposals, and oversee performance.
Coordinate construction, renovation, maintenance, infrastructure, and capital projects, serving as the affiliate's primary operational lead for facility projects.
Ensure projects are completed safely, on schedule, within budget, and with minimal operational disruption.
Support long-range capital planning, infrastructure replacement, and facility improvement initiatives; recommend investments and resource allocation within approved budgets and guidelines.
Maintain relationships with vendors, contractors, landlords, and service providers, and identify opportunities to improve service quality, efficiency, and cost effectiveness.
Partner with Compliance, Quality & Risk Management on accreditation readiness, audits, inspections, corrective actions, and regulatory compliance.
Support compliance with OSHA, ADA, environmental requirements, life safety standards, fire codes, and applicable building regulations.
Participate in facility and physical security risk assessments and mitigation planning, including review of access, perimeter conditions, secure areas, alarms, cameras, and lighting.
Maintain security-related facility records, including system inventories, inspection and testing documentation, key and credential controls, vendor service records, and corrective-action tracking, in coordination with Security and Compliance leadership.
Support emergency preparedness, business continuity, and disaster recovery initiatives; maintain facility policies, procedures, inspection records, monitoring logs, and compliance documentation.
Develop and manage facility operating budgets, monitor expenditures, forecast needs, and support capital planning and responsible stewardship of resources.
Use facility management systems, work order platforms, ticketing systems, and related technologies to monitor operations, maintenance, and performance trends.
Prepare reports, spreadsheets, project updates, and operational dashboards to support leadership decisions.
Collaborate with site leadership and cross-functional partners to balance operational needs, regulatory requirements, facility priorities, resource constraints, and project timelines.
Participate in the affiliate's Facilities & Security on-call rotation and support emergency response, escalation, vendor coordination, and restoration of safe operations.
Participate in affiliate-wide initiatives, workgroups, and organizational projects; perform other duties as assigned.