Facilities Lead

Facilities Lead

Job Responsibilities:
Ensure the maintenance, safety, operational readiness, and cost-effective management of all AFP office locations. The Facilities Lead serves as the primary point of coordination for facility services, repairs, office moves, new office buildouts, and facility improvement projects while maintaining consistent standards across all locations.

Core Responsibilities:

1. Facility Maintenance & Emergency Response

Receive, prioritize, schedule, and track break-fix requests and urgent facility repairs involving HVAC, plumbing, electrical, roofing, lighting, access doors, security, and other building systems; communicate service disruptions and repair status to affected stakeholders.

2. Preventive Maintenance & Facility Inspections

Maintain preventive maintenance schedules and conduct routine inspections across all locations to reduce downtime, extend asset life, and identify maintenance, cleanliness, safety, and improvement needs.

3. Vendor, Service & Contract Management

Source, coordinate, and monitor vendors for landscaping, janitorial services, waste removal, pest control, HVAC, maintenance, and other facility services while maintaining contracts, insurance documentation, renewal dates, scopes of work, and performance expectations.

4. Office Moves & Space Planning

Coordinate employee relocations, furniture moves, workspace changes, office expansions, and facility consolidations with business leaders, IT, and support teams while minimizing disruption to operations.

5. New Office Buildouts & Facility Projects

Partner with consulting firms, architects, contractors, IT, and leadership to coordinate the design, construction, renovation, and opening of AFP offices, including schedules, milestones, budgets, site access, contractor progress, risks, and updates.

6. Budget & Expense Management

Support facility budgeting and forecasting, review proposals and invoices, monitor recurring expenses, validate completed work, identify & track cost-saving opportunities while balancing quality, reliability, safety, and long-term needs.

7. Safety, Security & Regulatory Compliance

Partner with Safety, Human Resources, IT, and leadership to support fire and life-safety requirements, inspections, occupancy standards, emergency procedures, regulatory compliance, keys, badges, access-control systems, alarms, cameras, and contractor access.

8. Utilities & Facility Asset Management

Coordinate essential utility services and maintain records for furniture, appliances, building equipment, warranties, permits, and asset replacement or lifecycle planning.

9. Work Order & Service-Level Management

Maintain a centralized work-order process and track request priority, ownership, vendor response, completion, costs, recurring issues, preventive maintenance compliance, and service-provider performance.

10. Communication, Standards & Continuous Improvement

Provide timely facility updates while establishing consistent standards and implementing improvements that strengthen safety, reliability, employee experience, sustainability, and cost efficiency.

Knowledge & Experience

• 3+ years of experience in facilities coordination, property management, construction project coordination, or a related role; multi-location experience preferred.
• Working knowledge of commercial building systems, preventive maintenance programs, vendor management, and facility service contracts.
• Experience coordinating office moves, renovations, construction projects, or new-location buildouts with consultants and contractors.
• Experience reviewing proposals, tracking budgets, validating invoices, and maintaining facility records and compliance documentation.
• Familiarity with work-order or facilities-management systems and Microsoft Office applications.

Skills & Competencies

• Strong organization, planning, prioritization, and follow-through across multiple locations and concurrent projects.
• Effective vendor management, negotiation, problem-solving, and emergency-response coordination skills.
• Clear written and verbal communication with employees, leaders, consultants, contractors, and service providers.
• Sound judgment and the ability to balance urgency, cost, safety, operational impact, and service quality.
• Detail-oriented, customer-focused, and able to work independently in a fast-paced environment.

Work Environment

• Office-based role with regular travel among all AFP office locations and occasional visits to construction or project sites.
• May require availability outside normal business hours to coordinate urgent facility issues, weather events, moves, or project activities.
• Must be able to safely navigate office, warehouse, mechanical, exterior, and active construction areas as required.