Facilities Manager

Job Summary

The Boston Athenaeum seeks an experienced Facilities Manager to join the Building Operations Team.  Reporting to the Director of Building Operations, the Facilities Manager’s primary responsibility is to oversee all aspects of daily operations of the building. The position works closely with the entire facilities staff to assist with activities associated with the maintenance, repair, and general operation of the building including: monitoring staff and vendor performance to ensure the highest quality service and value, recommending improvements to operations, and planning and scheduling of work orders.

The position requires dealing with a wide range of complex administrative and technical tasks where independent interpretation and decision making are required. It requires face-to-face, telephone, and written communications with trustees, staff, members, and various outside agencies and vendors. The position requires the ability to organize, prioritize, and execute under pressure. The nature of this work requires the position to be full-time and onsite. 

Duties and Responsibilities

Supervision of Staff:

• Directly supervises 3 full time custodians and 1 full time caretaker.

• Prioritizes, directs, and assigns work to be performed and ensures timely completion, such work might include: weeping and cleaning floors, polishing furniture, picking up papers and refuse from grounds, handling heavy materials, making minor repairs cleaning windows and shoveling snow  

• Oversee and monitor facilities staff setting  up and breaking down of events as needed, which includes moving furniture, and removing garbage after the event concludes.

• Ensure performance management, coaching, and development of team members through established HR processes and disciplinary actions.

• Monitors and helps adjust staff schedules.

• Fosters good communication and boosts morale within the department.

• Ensures all safety, security, and compliance regulations are followed. 

• Ensure the facility management staff consistently provides positive and prompt response to requests from all Library staff.

Supervision  of Outside Vendors: 

• Manages and schedules all contracted trades, vendors, and staff providing carpentry, paint, mechanical, electrical, and plumbing (MEP), Life Safety/Fire Alarm, Fire Protection, Energy Management System, waste disposal, custodial, and all other services provided to the Boston Athenaeum.

Building Management:

• Conducts daily tours of the building to identify and note any deficiencies, and schedule appropriate trades for corrective maintenance

• Oversees the preventative maintenance program and QA/QC’s all completed work orders and work requests. 

• Develop a general knowledge of the building’s HVAC  systems and support the operation of these systems.

• Perform repair jobs relating to doors, ceilings, floors, glass, walls, handrails, lighting fixtures, paint, etc.

• Requisitions and maintains stock of materials, parts and specialized tools, inspects work on maintenance projects by employees or private contractors to ensure conformance to specifications.

Administrative/Miscellaneous  Duties:

• Manages the CMMS (computerized maintenance management system) and all community submitted service requests

• Collaborates and supports the Director of Building Operations on all projects

• Represents the Facilities Department in meetings when needed

• Resolve issues and concerns showing flexibility and cooperativeness. Supportive of colleagues in all areas of  operations.

• All other duties assigned by the Director of Building Operations

Basic Qualifications

• High School Diploma or equivalent required

• Bachelor Degree in Facilities Engineering or related field preferred, but not required In lieu of degree, 5 years of increasing experience in a facilities management or trades management role

• Must be able to lift 75-100 pounds 

• Must be able to work on-site, full-time; the position is not remote

• Must be able to respond to emergency calls during non-business hours, determine appropriate response and dispatch staff and vendors as the situation warrants. This position is considered essential staff, requiring site presence during building and weather emergencies.

• Excellent communication, organizational, and multi-tasking skills

• Proficient in Microsoft Office and Google applications; familiarity with building automation systems and CMMS

• Ability to work independently and in collaboration with others

• Fluent in Spanish preferred  

Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role. If much of this job description describes you, then please apply for this role.

To Apply: Please submit a cover letter and resume