Manager, Facilities and Office Services

Job Overview

The Facilities and Office Services Manager leads a team to ensure that employees and visitors have access to excellent office services, well maintained, clean and functioning facilities, and a safe and secure environment enabling employees and occupants to work comfortably and effectively.

Responsible for fostering a high-performance culture and continuously improving office related operations. This position has close collaboration with Executives, IT, Administrative staff, Human Resources, Business Leaders, other location Facility Managers, Managers and Employees and leverages facility best practices across the Komatsu organization. 

Manages the physical and operational aspects of Chicago HQ and potentially future satellite locations across the US, ensuring their safety, functionality, and compliance.

Oversees the primary facility operations that has 100,000 square feet and potential other satellite locations, maintenance, planning and managing projects related to the facility.

Key Job Responsibilities

Building & Executive Housing Operations

• Oversees all facility operations and coordinates with vendors (security, cleaning, maintenance, grounds).
• Manages executive housing upkeep in partnership with a housing management company.

Office Standards & Procedures

• Develops strategic plans to maintain Class AAA standards.
• Creates and enforces office guidelines (e.g., visitor management, room reservations).
• Ensures smooth daily operations through policy implementation

Maintenance & Repairs

• Manages RFPs, sourcing, and vendor negotiations. 
• Schedules and oversees routine/emergency maintenance and inspections.
• Maintains equipment (e.g., coffee machines, copiers) and minimizes business disruptions.

Safety & Compliance

• Ensures adherence to safety regulations and building codes.
• Leads compliance audits and safety initiatives (e.g., CPR, cybersecurity, well-being).

Emergency Preparedness

• Develops and implements emergency response plans (e.g., fire, tornado, active shooter). 
• Leads HQ safety programs and manages the Cintas relationship.

Space & Move Management

• Oversees space planning and utilization.
• Manages employee moves and workspace transitions.

Sustainability

• Implements facility sustainability initiatives (e.g., recycling) where applicable.

Budget & Financial Oversight

• Develops and manages budgets for facilities and office services, ensuring cost-efficiency.

Vendor & Contract Management

• Leads RFP processes, negotiates contracts, and evaluates vendor performance.

Customer Service & Coordination

• Serves as the primary contact for building-related issues.
• Coordinates with stakeholders to align on office services and facilities needs.
• Tracks and manages work orders.  Assesses opportunities for improvement and process improvements with efficiencies.

Capital Projects

• Participates in planning and execution of capital projects (e.g., renovations, expansions, satellite locations, etc.). 
• May take the role of Project Manager when needed.

Risk Management

• Identifies and mitigates facility-related risks.

Data & Reporting

• Collects and analyzes data (expenses, depreciation, inventory, etc.) for reporting.

Office Services

• Manages office supplies, equipment, mail, and offsite records.
• Supports onboarding/offboarding processes.
• Supports employes events and meetings.
• Oversees the company merchandise store.

Qualifications/Requirements

• Bachelor’s degree or equivalent work experience.

• 8+ years of people leadership experience required with 8+ years of facilities experience preferred. Must be able to set clear expectations and direction, oversee daily, weekly, monthly and annual tasks and projects, provide both constructive and positive feedback. 
• Must have recent experience with managing multi-sites (in state and out of state).
• Must be able to work independently with little to no guidance as a People and Functional Manager however also be a collaborative team player which includes being "hands on" as necessary.
• Experienced with overseeing the following functions;  Plumbing, construction, fire protection, HVAC, electrical systems, landscaping, etc.

• Must demonstrate strong organizational and time management skills for managing multiple tasks and responsibilities effectively.
• Must have excellent written and verbal communication/interpersonal skills for interacting with employees and vendors.  This is key to ensure Facilities and Officer Services team provides excellent customer service to employees and vendors.
• Must have the ability to identify and solve the root cause of problem(s) related to office operations and resources and make sound decisions to address the issues.
• PC proficiency/aptitude in Microsoft Office Suite and other relevant software is necessary for managing data and communication.

• Must be able to manage costs and ensure contract compliance.  Ability to understand budgeting and financial management principles is helpful for managing office expenses.  Prior experience with vendor and contractor relations experience is required.

• Must be knowledgeable with safety and security regulations as well as building codes.
• Physical Requirements:  Includes but not limited to; standing, walking, lifting, bending, pushing, and pulling are required for this position as this role is "hands on". May also need to be able to work in both indoor and outdoor environments, including during adverse weather conditions.
• Travel:  Must be willing and able to travel when required to local sites (driving) as well as across the US (flying) thus a valid driver's license with history of safe driving as well as the necessary documents to fly (Passport, Real ID, etc.)
• This position is required to be onsite during core business hours (8am-5pm) Monday through Friday and must have the flexibility to come in on weekends when necessary (special projects that need to be completed when the office is vacant).

Additional Information

DISCLAIMER

• All duties and requirements are essential job functions.
• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
• This position description in no way states or implies that these are the only duties to be performed by an employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor(s)/manager(s).
• Requirements are representative of minimum levels of knowledge, skill and/or abilities.  To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.