Manager, Facilities

Job description

About Athena At Athena, we empower possibility through transformative delegation. We pair exceptional Executive Assistants with driven clients and support both with world-class systems and AI-enabled tools. The result is greater leverage, more time, and meaningful impact. We are on a mission to build the best delegation and agentic automation platform in the world—where Human + AI collaboration unlocks new levels of productivity and scale. Position Overview The Facilities Manager is responsible for leading the day-to-day operations of Facilities, Office Services, and Workplace Experience for assigned office locations. This role ensures that all workplaces are safe, compliant, operationally efficient, cost-effective, and designed to deliver an exceptional employee experience. The Facilities Manager serves as the primary site leader for workplace operations and partners closely with Security, Housekeeping, IT, HR, Finance, Procurement, Legal and business leaders to support organizational growth, operational readiness, and employee engagement. This position requires a proactive leader capable of balancing strategic planning with operational execution while continuously driving service excellence, workplace innovation, and cost efficiency. Key Responsibilities 1. Facilities Operations Management (Hard Services) Lead all aspects of daily facilities operations to ensure business continuity and uninterrupted workplace services. Responsibilities include: Oversee daily building operations across assigned offices. Ensure all building systems remain fully operational, including: HVAC Electrical systems Lighting Plumbing Fire Protection Systems Generator Set UPS Systems Elevators CCTV Access Control and Systems Mechanical Equipment Develop and execute Preventive Maintenance (PM) schedules with a 52 week calendar. Ensure timely completion of Corrective Maintenance (CM). Conduct routine facility inspections and operational audits. Maintain facility appearance and housekeeping standards. Ensure workplace readiness before business operations each day. Monitor equipment lifecycle and replacement planning. Maintain accurate facility documentation and maintenance records. 2. Office Services Management (Soft Services) Provide seamless operational support that enables employees to perform efficiently and ensure all office services meet agreed service levels while maintaining exceptional customer service. Reception Services Visitor Management Mailroom / Logistics / Courier Operations Shipping & Receiving Office Supplies Pantry Operations Cleaning Services Waste Management Workspace Reservations Office Utilization Storage Rooms Office Assets Management Parking Management 3. Workplace Experience Champion a workplace culture that enhances employee satisfaction and productivity. Responsibilities include: Working closely with the Concierge on the overall Workplace Experience Develop workplace experience initiatives. Oversee office engagement activities and office activations Oversee wellness programs. Improve collaboration spaces. Enhance workplace aesthetics. Implement hospitality-driven service standards. Gather employee feedback through surveys. Monitor workplace satisfaction metrics. Improve employee touchpoints throughout the workplace journey such as : Welcome experience New hire readiness Office celebrations Community spaces Collaboration zones Employee appreciation activities 4. Health, Safety & Compliance Ensure full compliance with all company policies and local regulatory requirements. Responsible for: Occupational Health & Safety Fire & Life Safety Building Code Compliance Environmental Compliance Emergency Preparedness Disaster Recovery Planning Business Continuity Planning Safety Inspections Incident Investigations Risk Assessments Corrective Action Plans Safety Training Emergency Drills Overall Local Government Permits and Licenses Coordination Maintain all required and updated permits and certifications. 5. Vendor & Contractor Management Manage third-party service providers to ensure quality service delivery. Oversee vendors including: Security Housekeeping HVAC Contractors General Contractors Electrical Contractors Plumbing Contractors Pest Control Landscaping Generator Maintenance Fire Protection Vendors Elevator Maintenance Office Supplies Vendors Food & Pantry Vendors Responsibilities include: SLA management KPI reviews Quarterly Business Reviews Vendor scorecards Invoice validation 6. Financial & Budget Management Ensure responsible financial management of facilities operations. Responsibilities include: Develop annual operating budgets. Forecast facility expenses. Track monthly spend. Approve invoices. Monitor revolving funds. Control operational expenditures. Identify cost-saving opportunities. Drive cost optimization initiatives. Prepare financial reports. Support annual planning cycles. Manage costs related to: Utilities Rent Maintenance Repairs Office Supplies Pantry Security Cleaning Employee Amenities Office Events 7. Capital Projects & Workplace Development Lead workplace improvement initiatives. Projects may include: Office Build-outs Renovations Expansions Office Refresh Programs Workplace Modernization Furniture Installation Technology Upgrades (collaborative work with TAM) Space Optimization Energy Efficiency Projects Responsible for: Project planning Budget management Vendor coordination Timeline management Stakeholder communication Quality assurance & Punchlisting Project close-out 8. Space Planning & Occupancy Management Optimize office utilization. Responsibilities include: Seating strategy Floor plan management Occupancy and Utilization reporting Capacity planning Headcount forecasting Department moves / transfers Workspace allocation Hybrid workplace support Collaboration space optimization 9. Security Management Managing Security team to ensure workplace safety and security. Access Control Access Badge Management CCTV Incident Response Emergency Escalation Security Audits Physical Security Programs / Initiatives 10. Business Continuity Ensure operational resilience. Responsible for: Emergency response planning Crisis management Business continuity planning Disaster recovery coordination Incident command support Facility recovery planning 11. Sustainability Support company sustainability initiatives. Drive: Waste reduction Recycling Energy conservation Water conservation Sustainable procurement Green workplace initiatives 12. Reporting & Analytics Develop data-driven reporting to support leadership decisions. Track and report: Budget performance Preventive Maintenance completion Incident reports Utility consumption Cost per employee / trainee Space utilization Employee satisfaction Vendor performance SLA compliance Workplace utilization Facility downtime Project status Risk assessments Provide monthly operational reports and executive dashboards with actionable insights. 13. Leadership & People Management Lead and develop a high-performing Facilities and Office Services team. Responsibilities: Team leadership and coaching Performance management Hiring and onboarding Career development Succession planning Resource allocation Cross-functional collaboration Service culture development Continuous improvement initiatives Build a culture centered on accountability, customer service, innovation, collaboration, and operational excellence. Core Competencies Operational Excellence Customer & Employee Experience Strategic Thinking Leadership & Coaching Financial Acumen Project Management Vendor & Contract Management Risk Management Business Continuity Workplace Hospitality Data Analytics Change Management Continuous Improvement Communication & Stakeholder Management Decision Making Problem Solving Key Performance Indicators (KPIs) Operational Excellence 98%+ preventive maintenance completion rate 95%+ SLA compliance 99% facility uptime Average work order resolution within target timelines Financial Performance Budget variance within ±3% Annual OPEX savings target achieved Utility cost reduction Cost per employee optimization Workplace Experience Employee workplace satisfaction score (e.g., >90%) Workplace Net Promoter Score (NPS) New hire workspace readiness at 100% Successful delivery of engagement initiatives Safety & Compliance Zero major safety violations 100% regulatory compliance Emergency drill completion Incident closure within established SLAs Projects & Continuous Improvement 100% of projects delivered on time and within budget Completion of annual workplace improvement roadmap Measurable gains in space utilization and service efficiency Leadership Team engagement and retention Achievement of development goals Cross-functional stakeholder satisfaction High-performing vendor partnerships Qualifications Bachelor's degree in Facilities Management, Engineering, Business Administration, Hospitality Management, Architecture, or a related field. 5–8 years of progressive experience in facilities, office operations, workplace experience and office services, or property management. At least 3 years of leadership experience managing teams and vendors. Experience managing multi-site operations is preferred. Strong knowledge of building systems, occupational safety, project management, budgeting, procurement, and vendor management. Proficiency in Google Workspace, AI, Microsoft Office and workplace/facilities management systems (e.g., CAFM, CMMS, IWMS, BMS) is an advantage.