Facilities Manager

Key Responsibilities: Office Portfolio & Facilities Data Management Develop and maintain a centralized inventory of all corporate office locations. Maintain accurate information for each location, including: Address and building information Lease start and expiration dates Renewal and notice dates Total office size, when applicable Number of offices, workstations, desks, conference rooms, and other workspace Total and available seating capacity Current desk and workstation configurations Office floor plans and workspace layouts Current photographs of office spaces Building access and security measures Building management and landlord contacts Internal points of contact for each office Key vendors supporting each location Create a consistent process for keeping office information current as locations are added, modified, expanded, consolidated, or closed. Maintain visibility into upcoming lease expirations and other important facility-related dates. Provide reporting and information regarding the company’s office footprint as requested by leadership. Vendor Management Serve as a primary point of contact for facilities-related vendors and service providers. Coordinate services such as office maintenance, cleaning, repairs, furniture, security, access, and other workplace needs. Maintain vendor contact information, agreements, and relevant documentation. Coordinate vendor access to office locations when required. Help evaluate vendor services and identify opportunities to consolidate services or improve cost effectiveness across locations. Review and coordinate facilities-related invoices and escalate discrepancies as appropriate. Office & Workspace Coordination Coordinate office setups, moves, workstation changes, and other workspace needs. Maintain visibility into available desks and office capacity across corporate locations. Coordinate requests from advisors and employees who need workspace at a corporate office. Help determine which locations have appropriate available capacity and coordinate the logistics necessary to provide workspace. Ensure workstations have the appropriate furniture and basic office setup prior to use. Coordinate with appropriate internal teams when technology, building access, security credentials, or other support is required. Help develop consistent workplace standards across office locations where practical. Lease & Location Management Maintain a centralized lease calendar and proactively track expiration, renewal, and notice dates. Maintain copies of relevant lease and facility documentation. Coordinate with leadership, Finance, Legal, and other stakeholders regarding upcoming office decisions. Gather information needed to evaluate whether locations should be maintained, expanded, consolidated, relocated, or exited. Support office openings, closures, relocations, and expansions. M&A Support Participate in M&A integration discussions related to physical office locations. Gather facilities information for newly acquired locations, including leases, capacity, layouts, vendors, security, photographs, and building contacts. Incorporate acquired offices into the company’s centralized facilities inventory. Identify upcoming lease expirations, facility commitments, or other location-related items requiring attention. Support leadership in evaluating how acquired locations fit within the company's broader office footprint. Coordinate facilities-related activities associated with office integrations, consolidations, relocations, or closures as decisions are made. Security & Building Coordination Maintain documentation regarding physical security and building access arrangements at each location. Maintain current contacts for building management, landlords, security providers, and internal office contacts. Coordinate building access and physical security matters with the appropriate internal and external partners. Escalate facility, access, safety, or security concerns to the appropriate stakeholders.

Qualifications: 3+ years of experience in facilities management, office operations, workplace services, property administration, or a similar role. Experience supporting multiple office locations strongly preferred. Experience with vendor coordination and contract administration. Experience tracking leases, renewal dates, and other time-sensitive facility obligations. Strong organizational skills and exceptional attention to detail. Ability to build and maintain accurate inventories, trackers, documentation, and reporting. Strong interpersonal and communication skills with the ability to work with advisors, employees, vendors, landlords, building management, and senior leadership. Comfortable working independently and managing multiple locations and priorities simultaneously. Strong proficiency with Microsoft Excel and Microsoft 365. Ability to travel periodically to company office locations as business needs require.

Preferred Qualifications: Experience supporting facilities within a financial services, wealth management, RIA, or professional services organization. Experience supporting facilities integration during mergers and acquisitions. Experience coordinating office openings, relocations, consolidations, or closures. Familiarity with workplace management, space planning, lease administration, or facilities management systems.