Manager of Facilities & Asset Management

Manager of Facilities & Asset Management

The Manager of Facilities & Asset Management is responsible for the operational management of the company’s facilities, real estate leases, vehicle fleet, and physical assets across all locations. Reporting directly to the CFO, this role oversees lease administration and analysis, office build‑outs and relocations, has knowledge of facilities systems (including HVAC and critical infrastructure), fleet management, asset lifecycle tracking, and physical inventory tracking. The position requires the ability to travel to company locations on short notice to address operational needs, projects, or urgent facility matters.

Key Responsibilities:

Real Estate & Lease Management

• Administer all commercial real estate leases, tracking of critical dates, financial obligations, escalation clauses, and compliance with lease terms.
• Support lease negotiations, renewals, expansions, contractions, and terminations through financial analysis and cost modeling.
• Coordinate with landlords and property managers to ensure tenant improvements, maintenance responsibilities, and service levels meet contractual and operational expectations.
• Prepare lease summaries, cost comparisons, and scenario analyses to support executive decision‑making.

Construction, Build‑Outs & Office Moves

• Coordinate office build‑outs, renovations, and relocations, including budgeting, move design, and scheduling.
• Partner with architects, engineers, contractors, landlords, and vendors to review scopes of work, pricing, contracts, and timelines.
• Track construction budgets, change orders, and progress; validate invoices against approved agreements.
• Travel to project sites as needed, including on short notice, to support construction oversight, issue resolution, and move execution.

Facilities Operations & Systems Management

• Respond to urgent facility issues, emergencies, or system outages, including traveling to other offices on short notice when required.
• Ensure facilities meet health, safety, environmental, and OSHA standards.

Vehicle (Fleet) Management

• Manage the company vehicle fleet, including acquisition, leasing, assignment, tracking, maintenance, and disposition.
• Maintain accurate records for vehicle usage, mileage, registrations, inspections, warranties, and insurance coverage.
• Coordinate routine and preventative maintenance, repairs, and replacements to ensure safety and cost efficiency.
• Analyze fleet costs and utilization and recommend optimization strategies.
• Develop, implement, and enforce fleet usage and safety policies.

Asset & Inventory Management

• Manage the full lifecycle of physical assets including furniture, IT equipment, audiovisual systems, copiers, vehicles, and specialized equipment.
• Maintain accurate asset records supporting capitalization, depreciation, location tracking, and condition assessments.
• Conduct periodic physical inventories and asset verifications across all locations, including travel to offices on short notice when required.
• Investigate and resolve inventory discrepancies and implement corrective controls.

Vendor Management & Cost Control

• Develop and manage relationships with facilities, construction, fleet, and asset‑related vendors to ensure service quality and competitive pricing.
• Negotiate contracts and service agreements; periodically market major contracts to control costs.
• Review and approve invoices related to leases, facilities, fleet, construction, and assets in alignment with accounting procedures.

Financial, Risk & Insurance Management

• Partner with Finance to support budgeting, forecasting, capital planning, and cost analysis related to facilities, real estate, fleet, and assets.
• Coordinate insurance claims related to facilities, vehicles, construction projects, and equipment losses.
• Serve as point person for insurance loss control surveys and implement corrective actions to mitigate risk.

Travel & Cross‑Functional Support

• Maintain flexibility to travel to company locations with limited notice to support facility needs, inspections, inventories, projects, or emergencies.
• Collaborate with IT, HR, Finance and the Disciplines on space planning, asset deployment, and infrastructure requirements.
• Support special projects and cross‑departmental initiatives as required.

Required Qualifications & Experience:

Education

• Associate’s degree required; Bachelor’s degree in Business, Facilities Management, Construction Management, Finance, or related field preferred.
• Demonstrated experience in facilities management, lease administration, construction coordination, asset management, and fleet operations.

Skills and Abilities

• Strong understanding of commercial lease terms, occupancy costs, and asset lifecycle management.
• Working knowledge of building systems with emphasis on HVAC and critical infrastructure.
• Understanding of construction pricing, project coordination, and contract administration.
• Strong analytical, organizational, and negotiation skills.
• Ability to manage multiple priorities independently and respond quickly to operational needs, including travel on short notice.

Physical demands & Availability

• Ability to lift and move equipment and assets as required.
• Ability to travel to company locations, including on short notice and outside standard business hours as needed.
• Availability to respond to urgent facility or operational issues, including evenings or weekends when required.

BL Companies is 100% employee owned, giving us a competitive edge and a unique distinction from most other companies. We offer a competitive benefit package which includes 6 paid holidays plus the week from Christmas to New Years paid, generous PTO, Medical, Dental and Vision insurance, disability insurance, life insurance, 401k matching, and our Employee Stock Ownership Plan. We are an ENR Top 500 firm that provides engineering, architecture, land surveying, and environmental consulting services to the public and private sectors. BL has 18 offices and is expanding.