Facilities Manager

General Summary

The Facilities Manager is responsible for overseeing maintenance, repair, vendor service coordination/contracting, and site readiness across all K&L Wine Merchants facilities and company vehicles. This role supports the day-to-day functioning of six locations (San Francisco, Redwood City, San Carlos, Hollywood, Culver City, and New York City) by ensuring that buildings, systems, equipment, and fleet assets are safe, well-maintained, and operating effectively and efficiently.

The Facilities Manager serves as the primary point of contact for all facilities-related issues, building and maintaining a comprehensive vendor network, coordinating closely with store managers and fulfillment leadership, and reporting to the VP of Operations. This individual must be highly organized, responsive, practical, and capable of balancing urgent issues with preventive planning, long-term vendor management and capital project execution, while ensuring compliance with applicable codes and standards. 

This is a hybrid role based in the SF Bay Area, with strong preference for South San Francisco or the Peninsula, and requires regular on-site presence as needed across California sites with occasional travel to New York.

Essential Duties & Responsibilities

Facilities Operations

•           Serves as the primary point of contact for all facilities-related issues across six retail, warehouse, and office locations.

•           Manages day-to-day building maintenance including plumbing, electrical, HVAC, painting, flooring, lighting, security systems and general building upkeep.

•           Performs or arranges regular site visits to assess conditions, identify risks, and proactively address maintenance needs before they become emergencies.

•           Establishes and executes preventive maintenance schedules for HVAC systems, security systems, fire safety equipment, and warehouse infrastructure.

•           Coordinates emergency repairs and ensures timely resolution of urgent facilities requests with minimal disruption to business operations.

•           Oversees janitorial services, pest control, landscaping, and waste management across all locations.

•           Maintains organized records of maintenance service logs, lease requirements, building permits, and equipment purchases, warranties, and manuals.

•           Helps maintain safe, clean, organized, and functional locations in alignment with company standards.

Vendor Management

•           Maintains a preferred vendor network for every trade category (plumbing, electrical, HVAC, painting, supplies, auto service, general contracting, locksmith, etc.) at each location.

•           Drives cost savings through competitive bidding, scope standardization and preventive vs. reactive strategy.

•           Identifies and qualifies backup vendors for all critical trade categories to ensure continuity of service.

•           Sources bids, compares vendors, negotiates pricing and service agreements, and recommends vendors based on reliability, cost, and service quality and response times.

•           Tracks vendor performance, maintains current certificates of insurance, and ensures compliance with company and regulatory standards.

•           Coordinates vendor access, scheduling, and scope of work; works to reduce downtime through better coverage and clearer escalation paths.

•           Maintains an organized directory of contacts, contracts, service histories, and emergency resources for every site.

Vehicle Fleet Management

•           Manages the company vehicle fleet including delivery vans and other company-owned or leased vehicles.

•           Schedules and tracks routine maintenance, inspections, and repairs; ensures vehicles remain in safe operating condition.

•           Monitors mileage, fuel usage, and lease compliance; maintains accurate records for each vehicle.

•           Oversees driver screening and training to ensure compliance with insurance or other agencies.

•           Coordinates with leasing companies on lease terms, returns, and replacements.

•           Ensures all vehicles are properly registered, insured, and in compliance with state and local regulations.

•           Serves as the escalation point for on-road vehicle issues or accidents.

Project Coordination

•           Supports small-to-mid-sized facilities projects such as repairs, upgrades, site refreshes, remodels, build-outs, new location setups, signage coordination, and layout changes.

•           Partners with leadership on project scoping, vendor coordination, scheduling, and execution.

•           Helps ensure projects are completed on time, within budget, and with minimal disruption to business operations.

Cross-Functional Support

•           Works closely with store managers and operational leaders to ensure site issues are addressed without requiring each location leader to independently manage every vendor and repair process.

•           Partners with store managers to triage and prioritize facilities requests; sets clear expectations on timelines and resolution.

•           Coordinates with landlords and property management companies on lease-required maintenance and capital improvements.

•           Provides regular status updates to the VP of Operations on open projects, recurring issues, vendor performance, upcoming needs, and budget tracking.

•           Develops and maintains standard operating procedures for facilities requests, vendor engagement, and emergency response.

•           Helps create more consistent facilities processes, documentation, and standards across all sites.

Budget & Compliance

•           Manages the facilities and fleet maintenance budget; tracks spending against plan and flags variances.

•           Ensures compliance with OSHA, ADA, fire code, and all applicable local, state, and federal building and safety regulations.

•           Maintains documentation for regulatory inspections, fire safety equipment, and environmental compliance.

•           Identifies opportunities to improve cost efficiency, service reliability, and operational consistency.

•           Executes all other duties as assigned.

To perform this position successfully, an individual must be able to perform each job duty satisfactorily. The requirements below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made for individuals with disabilities to perform their essential duties.

Required Knowledge, Skills, and Abilities

•           Strong knowledge of building systems including HVAC, plumbing, electrical, and general construction.

•           Demonstrated experience managing vendor relationships and negotiating RFPs/service contracts.

•           Excellent organizational skills with the ability to manage competing priorities across multiple locations.

•           Strong written and verbal communication skills; professional and responsive email and phone correspondence.

•           Practical troubleshooting skills and ability to remain calm under pressure.

•           Ability to coordinate effectively with vendors, store managers, warehouse leadership, and executives.

•           Proficiency with spreadsheets, email, calendars, and basic facilities tracking or work order systems.

•           Working knowledge of OSHA, ADA, fire code, and local building regulations.

•           Valid driver's license and willingness to travel between Bay Area and Southern California sites regularly; occasional travel to New York City.

Preferred Knowledge, Skills, and Abilities

•           Experience managing facilities across retail, warehouse, logistics, or multi-site environments.

•           Fleet or vehicle service coordination experience, including lease administration.

•           Experience building vendor networks across multiple trade categories and geographic regions.

•           Familiarity with California workplace safety and facilities compliance requirements.

Required Length and Type of Experience

•           5 -7 years of facilities management, property management, or related operational experience.

•           Multi-site experience strongly preferred.

Experience with fleet or vehicle management is strongly preferred.

Physical and Environment Demands

The characteristics below are representative of the physical and environmental demands required by an individual to successfully perform the essential duties of this position.

•           Ability to lift and carry up to 50 lbs.

•           Ability to stand, walk, climb ladders, and move through warehouse and retail environments for extended periods.

•           Ability to work in varying environmental conditions including temperature-controlled wine storage areas.

•           Ability to travel regularly between company locations.

•           Willingness to respond to emergency facilities issues outside of standard business hours when necessary.

Core Competency Requirements

All individuals are expected to meet the standards of performance in the core competencies listed below as applied to the position.

•           Performance Standards: Sets and maintains high standards for facility condition and vendor quality; pays close attention to detail, accuracy, responsiveness, and follow-through.

•           Reliability: Takes personal responsibility for facility upkeep across all locations; completes work in a timely and consistent manner; follows through on commitments.

•           Problem Solving: Effectively identifies facilities issues, analyzes options, and drives practical solutions. Escalates to management as appropriate.

•           Communication: Keeps all stakeholders informed; delivers clear updates on timelines, costs, and resolution status.

•           Adaptability: Responds effectively to changing priorities, emergency situations, and the diverse needs of multiple locations.

•           Initiative: Proactively identifies maintenance needs, risks, and process improvements before they become larger problems.

•           Planning and Organization: Plans and prioritizes maintenance activities, vendor schedules, and fleet servicing to maximize efficiency and minimize business disruption.

•           Professionalism: Maintains strong judgment and a professional demeanor in all interactions with colleagues, vendors, landlords, and leadership.

•           Integrity: Acts in the best interest of the company; manages budgets responsibly; maintains honest relationships with vendors and colleagues.

Customer Focus: Understands that well-run facilities directly support employees, customers, and the overall quality of the business

About K&L Wine Merchants

K&L Wine Merchants is a family-owned and operated company dedicated to providing exceptional wine, spirits, and beer. We offer a world-class selection at four retail locations and online. We're a small but growth-minded company with a tight-knit team focused on providing excellent customer service.

Compensation Range:
$80-&100k Annually

Benefits:

• Opportunities for growth and development
• Competitive salary and benefits package
• Collaborative and supportive work environment
• Medical/Dental/Vision insurance - K&L pays 100% of individual premium
• Company-sponsored 401k
• 3 weeks of paid time off per year
• Generous product discount

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