FACILITIES MANAGER

Position: Facilities Manager

Department: Administration 

Supervisor: Senior Leadership

Role

The Facilities Manager oversees the care, maintenance, safety, and operational readiness of the school’s buildings and grounds. This role ensures that the campus environment—indoors and outdoors—is safe, attractive, and fully supportive of the school’s academic and co-curricular mission. The Facilities Manager supervises facilities and grounds staff, manages vendors, and ensures compliance with safety and operational standards consistent with guidance from organizations such as the National Association of Independent Schools, Independent School Management, National Business Leaders for Independent Schools, Occupational Safety and Health Administration and the like. This position demands a manager who both leads the department and maintains core functions within the department based on expertise and campus needs. 

This is a hands-on leadership position that requires active engagement in campus operations, visible presence throughout the school day, and the ability to step in operationally when necessary to support the team and ensure continuity of service. The position supports campus emergency management efforts and must be prepared to respond to operational needs as they arise.

Key Responsibilities

Strategic & Leadership Responsibilities

• Provide leadership, direction, supervision, and evaluation of Facilities Department staff, ensuring accountability, professional development, and effective team performance.
• Establish departmental priorities and implement strategic initiatives that promote innovative, efficient, and cost-effective facilities services.
• Conduct regular department meetings to coordinate work assignments, manage workflow, and ensure timely completion of responsibilities.
• Reinforce the school’s mission within the Facilities team and foster a culture of service, collaboration, and professionalism.
• Maintain effective internal safety practices within the Facilities Department, including required equipment inspections and procedural oversight.
• Maintain organized, efficient and effective database systems, records and files for all department operations. 

Campus Operations & Maintenance

• Develop, implement, and oversee a comprehensive preventive maintenance program for buildings, grounds, and mechanical systems.
• Coordinate and schedule maintenance requests, custodial services, work orders, and event set-ups in collaboration with the Events Department.
• Conduct routine inspections of school buildings and grounds to ensure safety, sanitation, and operational readiness for daily activities and special events.
• Oversee inspection and maintenance of boilers and related heating and ventilation systems.
• Ensure school vehicles are properly cleaned, serviced, and maintained in safe operating condition.
• Develop and administer the school’s snow removal plan and support campus emergency management efforts as assigned. 
• Attend assigned administrative meetings to coordinate facilities support for school operations and events. 
• Respond to operational emergencies and time-sensitive facilities issues.
• Oversee daily maintenance, repair, and custodial operations of all campus buildings and grounds. 
• Maintain clean, safe, and fully operational facilities.
• Respond promptly to maintenance requests and emergencies.
• Do weekly walkthroughs for campus to manage all areas of maintenance. 

Grounds Management

• Oversee the maintenance, care, and appearance of all campus grounds, including lawns, landscaping, trees, gardens, athletic fields, walkways, parking areas, and outdoor common spaces.
• Supervise grounds staff and coordinate seasonal work such as mowing, trimming, fertilization, irrigation, aeration, mulching, planting, and leaf and debris removal.
• Ensure athletic fields are safe, properly prepared, and maintained in coordination with athletics staff.
• Maintain irrigation systems and oversee water conservation efforts.
• Develop seasonal and long-term grounds maintenance plans.
• Coordinate with arborists, landscapers, and other grounds-related vendors as needed.
• Support campus sustainability initiatives, including environmentally responsible landscaping practices.

Event Support

• Coordinate and partner with Events and Volunteer Manager for all indoor and outdoor event setup, including athletic events, ceremonies, and community gatherings.
• Coordinate and partner with Events and Volunteer Manager to ensure grounds and facilities are prepared and restored before and after events.
• Lead and serve with a community/people centric approach for overall school climate and culture success
• Support Calendar team with all event management. 

Budgeting, Capital Planning & Project Oversight

• Prepare and manage the annual Facilities operating budget and monitor expenditures to ensure fiscal responsibility.
• Maintain and project capital budget needs to support long-term campus sustainability.
• Develop and oversee a rolling equipment replacement and deferred maintenance plan.
• Support senior leadership as assigned  with architects, contractors, and administration on new construction and renovation projects to ensure usability, longevity, aesthetic alignment, and long-term cost efficiency.
• Assist in the preparation of bid and RFP specifications; review proposals and provide recommendations for capital and maintenance projects.
• Direct and oversee outside vendors and contractors to ensure compliance with contractual agreements, schedules, insurance requirements, and budget parameters.
• Develop and administer a vehicle maintenance and replacement plan.

Compliance & Regulatory Oversight

• Ensure campus facilities operations comply with applicable building and fire codes, governmental regulations, insurance requirements, and school policies.
• Serve as liaison with the fire department, utilities, and relevant public agencies concerning campus facilities matters.
• Maintain required environmental, health, and maintenance standards in accordance with applicable regional, state, and federal regulations.

Facilities Use & Institutional Support

• Partner with senior leadership and school departments leads to support governance with timely reports and updates
• Participate in long-range and strategic planning initiatives related to school facilities and campus development.
• Maintain involvement in appropriate professional organizations and remain current on best practices in facilities management.
• Support long-term campus landscape planning.
• Perform other duties as assigned by senior leadership.

Necessary Qualifications

• Degree in Facilities Management or related field, or ten (10) or more years of progressively responsible experience in facilities leadership.
• Demonstrated expertise in facilities operations, including mechanical systems, construction, landscaping, utilities planning, procurement, and supervision.
• Demonstrated hands-on knowledge of building systems (HVAC, boilers, electrical, plumbing) and the ability to assess operational issues and guide resolution effectively.
• Experience working in active facilities environments, with a visible, engaged leadership style and willingness to step in operationally when needed.
• Proven leadership experience in personnel management, team development, budgeting, negotiation, and operational planning.
• Strong administrative, organizational, and project management skills.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively across departments.
• Ability to articulate priorities, goals, and expectations clearly.
• Strong analytical and problem solving capabilities.
• Ability to prioritize multiple responsibilities and work both collaboratively and independently.
• Proficiency in standard computer applications, including Google suite, spreadsheet, email, calendar, and database systems.

Preferred Experience (Grounds-Specific)

• Experience maintaining athletic fields (natural grass and/or turf).
• Knowledge of irrigation systems and landscape management.
• Familiarity with environmentally sustainable grounds practices.
• Experience with snow and ice management operations.

Physical Requirements & Work Environment

The Facilities Manager must be able to perform the essential functions of the position, with or without reasonable accommodation.

• Ability to lift and carry up to 50 pounds.
• Ability to stand, walk, climb ladders, access rooftops and mechanical spaces, and navigate all areas of the campus.
• Ability to work indoors and outdoors in varying weather conditions.
• Ability to respond to campus emergencies outside of regular business hours, including evenings, weekends, and inclement weather events.

This position requires regular visibility throughout the campus and active engagement in facilities operations.

Salary : $120,000 - $140,000