Facilities Manager

Job Description Facilities, Access, and Physical Security

• Manage daily facility readiness, including access control systems and employee badge issuance
• Conduct routine property assessments to ensure cleanliness, safety, and operational readiness
• Coordinate core facility services such as janitorial work, landscaping, snow removal, and water systems
• Address minor facility issues promptly to maintain a productive work environment

• Reconcile purchase orders and invoices, identifying and correcting billing or data discrepancies
• Collaborate with internal quoting and purchasing teams to source hard‑to‑find materials and equipment
• Negotiate pricing and manage orders with non‑standard or specialized suppliers
• Respond to vendor inquiries related to order status and delivery timelines

• Prepare facilities for the delivery and installation of complex equipment by ensuring all utility and infrastructure requirements are met, including electrical, plumbing, HVAC, piping, and specialty gases
• Coordinate the relocation of existing instruments or equipment as departmental needs evolve
• Act as the primary liaison between vendors, building services, and internal teams during deliveries

• Maintain current local business licenses and ensure documentation is audit‑ready
• Prepare for and support inspections conducted by city, county, and fire authorities
• Track, log, and verify scheduled maintenance activities such as generator testing and backflow inspections
• Support compliance initiatives aligned with safety, operational, and regulatory requirements

• Serve as the primary point of contact for landlords and property management
• Manage service contracts and external service providers
• Collaborate with operational and sales teams to support ongoing initiatives and facility needs
• Deliver internal training related to facility protocols and procedures

• Complete invoice reconciliations and procurement close‑outs
• Ensure all service tickets, work orders, and supplier inquiries are resolved in a timely manner
• Maintain clear records and documentation related to vendors, compliance, and facilities operations

• Procurement & Strategic Sourcing: Strong ability to negotiate pricing, source difficult-to-find items, and independently secure new vendor relationships outside of standard supply chains.
• Financial Administration & Attention to Detail: Reconciling purchase orders (POs) and invoices, with the tenacity to track down and resolve billing errors..
• Facility Operations Management: Oversee and coordinate comprehensive building services, ranging from everyday needs (lawn, snow, janitorial) to critical infrastructure repairs (HVAC, plumbing, electrical).
• Crisis Management & Rapid Problem‑Solving: Must be able to immediately investigate urgent internal reports (e.g., electrical hazards, burning smells) and coordinate emergency logistics or multiple contractors simultaneously.
• Logistical Coordination: Strong organizational skills required to sequence complex projects, ensuring all necessary utilities (specialty gases, piping, electrical) are fully operational before the delivery and installation of new equipment.
• Stakeholder & Relationship Management: Excellent interpersonal and communication skills to act as the primary liaison with landlords, external service providers, internal sales teams, and municipal authorities (Fire Marshal, city inspectors).
• Regulatory & Safety Compliance: Diligence to keep all local business licenses up to date, manage routine safety testing (generators, backflow prev enters), and maintain a state of constant readiness for facility inspections.

• Procurement Software Proficiency: Hands‑on experience utilizing Coupa or similar enterprise ERP/procurement systems.
• Quality Assurance (QA) Familiarity: Experience interacting with QA departments, including auditing operational forms and understanding the documentation rigor required in a highly regulated environment.
• Security System Administration: Experience managing physical building…