Facilities Manager

The Facilities Manager leads day-to-day operations and maintenance personnel. This role carries direct supervisory accountability for frontline facilities staff and is equally responsible for fostering a culture of engagement, accountability, and continuous improvement within the team. The Facilities Manager serves as the primary point of contact for client relations, ensuring service excellence and upholding Trinity Partners' professional standards.

• Directly supervise facilities and maintenance personnel, providing clear direction, setting performance expectations, and conducting regular check-ins.
• Assign and prioritize daily work schedules, balancing routine responsibilities with reactive service needs.
• Review technician-completed work orders for quality and completeness; provide coaching when standards are not met.
• Coordinate coverage plans for absences
• Participate in hiring, onboarding, and performance review processes for direct reports.

• Foster a team environment where staff feel heard, valued, and informed about priorities and changes.
• Conduct regular one-on-ones and team huddles to share updates, identify challenges, and recognize contributions.
• Identify skills gaps and coordinate training opportunities aligned with role requirements and safety standards.
• Model and reinforce a safety-first culture; ensure staff are trained on and compliant with all safety protocols.
• Address workplace concerns promptly and constructively, escalating to HR or senior management when appropriate.

• Serve as the primary day-to-day contact for the client’s Site Manager; maintain a visible, accessible presence on-site.
• Work closely with the client to ensure site employees are treated with respect and provided an enjoyable work environment
• Organize employee events to encourage a positive ‘work from work’ environment
• Monitor and respond to client communications via e-mail and Teams, ensuring timely and professional replies.
• Proactively communicate service updates, deficiencies, and project status to the client.
• Reserve and coordinate common areas, conference rooms, and desk resources for client guests and internal events.
• Execute one-off client requests (signage, space setups, special projects) with a service-oriented approach.

• Conduct daily property walks to inspect break rooms, restrooms, coffee areas, conference rooms, printers, and grounds; initiate corrective action where needed.
• Review, assign, and monitor work orders in the appropriate work order platform; self-generate work orders for any identified deficiencies.
• Perform light maintenance support, including lighting audits, filter replacements, and in-person temperature checks during periods of short staffing.
• Complete inspection reports as assigned.
• Outline the scope of work for vendors; solicit competitive bids and work with the Site Manager to select appropriate contractors.
• Prepare and execute vendor contracts in strict accordance with Trinity Partners' policies and procedures while also considering the client’s policies.
• Contact vendors for service requests under active contracts; hold contractors accountable to scope, quality, and schedule.
• Coordinate site access for all vendors and contractors.
• Manage the Certificate of Insurance (COI) tracking program in Jones COI; ensure all vendors are entered and current in the compliance system.
• Generate purchase order (PO) requests and process vendor invoices; upload into the accounting system and apply POs to invoices for payment.
• Review invoices for accuracy; code and upload for Client Site Manager review.
• Assist with month-end accruals and invoice research as needed.
• Maintain the project tracker with notes, completion status, and work effort costs.
• Perform other duties as required.

• 3+ years of experience in facilities management, property management, or a related operational field.
• Prior supervisory or team lead experience required.
• Experience managing vendor relationships and contract compliance preferred.
• Familiarity with CMMS platforms (e.g., Covve, Workspeed, Prism) and financial/invoice processing systems (e.g., Avid) is a plus.
• Demonstrated ability to lead, motivate, and develop a frontline team in a service-oriented environment.
• Strong interpersonal and communication skills; professional presence with clients, staff, and vendors.
• Excellent organizational and prioritization skills; able to manage multiple concurrent responsibilities.
• Proactive problem-solving approach with sound judgment in both routine and urgent situations.
• Proficient in Microsoft Office (Word, Excel); ability to learn and use facility management software.
• Comfortable working independently with minimal supervision and escalating appropriately.
• Able to interact professionally and collaboratively with outside vendors and contractors.
• Willingness and ability to work safely in all weather conditions.