Facilities Manager

Location: Headquarters, Washington, DC
Department: Facilities
Supervisor: Chief Operating Officer

BASIC SUMMARY:

The Facilities Manager leads the facility operations of the National Headquarters building in downtown Washington, D.C., and coordinates operations in the various field offices. The position is responsible for vendor negotiation and management, equipment maintenance, maintains leases for offices around the country and supervises the reception and mail room functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

National Headquarters Facilities Maintenance

  • Manage vendors supporting facilities, including building management company, plumbers, electricians and outside consultants. 

  • Manage facilities helpdesk; coordinate with building management company, mailroom clerk and receptionist to resolve all requests received from staff. 

  • Create and maintain organizational procurement policy. Optimize inventory in the building and strategically make purchases (paper, equipment, pantry supplies, etc.)

  • Act as main contact for staff for facility furniture and equipment requests. 

  • Order furniture and equipment as needed in accordance with organizational procurement policy.

  • Manage leased and other office equipment; maintain operations of copiers and coordinate with Information Technology on other issues.

  • Maintain fixed asset inventory reconciled to financial records.

  • Manage all other routine facility related services (utilities, office cleaning, copiers, shipping, courier services, office/kitchen supplies, etc.)

Space Coordination

  • Maintain a facility space chart identifying current occupants. Update for new hires, office moves, etc.

  • Work with Human Resources to coordinate all new hire orientations. Brief new hires on facility operations.

  • Coordinate all initial office set ups and all office moves.

  • Recommend alterations in space planning to meet the needs of organization’s growth 

  • Coordinate all conference room space needs for meetings.   

  • Coordinate with departments to support special events, facilities rentals, etc.

  • Manage offsite storage in accordance with records retention policy. Develop schema for recovery of materials as needed. Regularly monitor and dispose of outdated materials, and ensure accurate transfer of records from departments to storage. 

Security/Risk Management

  • Establish, implement, and maintain adequate security and safety measures and shelter in place supplies

  • Maintain an emergency response plan and emergency evacuation plan to ensure internal employee safety. Maintain Defenders AED, CPR, First Aid certified emergency evacuation team 

  • Ensure that organization is fully protected in areas of general liability, workers’ compensation, and fiduciary responsibility

  • Develop and maintain disaster recovery plan and business continuity plan designed to recover and restore interrupted critical functions after a disaster

Field Office Management 

  • Coordinate facilities management of field offices

  • Maintain lease schedule of current field office leases and terms 

  • Arrange and oversee lease agreements/renewals, rental payments, and relationships with landlords

Management/Supervisory Responsibilities

  • Supervise Mailroom Clerk and Receptionist

  • Develop annual operating budget.  Develop annual capital budget. On a monthly basis monitor expenses against projections and recommend adjustments where necessary

 
Perform all other related duties as assigned

QUALIFICATIONS:

  • Education: Bachelor’s degree (B.A./B.S.) or equivalent in related discipline

  • Experience: 4+ years of progressively responsible experience in facilities management, including 2+ years of relevant management/supervisory experience.

  • An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

Other:

  • High degree of initiative, ownership, and critical thinking skills

  • Excellent written and verbal communications skills

  • Ability to take independent action and make sound decisions

PHYSICAL DEMANDS:

  • While performing the duties of this job, the employee is regularly required to use a computer and communicate with others while doing so.

  • This position requires constant moving and standing. Must be able to stand for at least two consecutive hours.

  • Must be able to lift at least 50 lbs.

  • May occasionally be required to reach, stoop, kneel, crouch, and climb ladders.

  • Must have ability to reach above eye level.

  • Must be able to navigate stairs, elevators, push and pull.

WORK ENVIRONMENT:

  • General office working conditions, the noise level in the work environment is usually quiet.

VALUES AND DIVERSITY:

  • Defenders of Wildlife is a national, non-profit membership organization dedicated to the protection of all native wild animals and plants in their natural communities. Our employees work in an environment that is inclusive and honors each of our unique perspectives and backgrounds. We believe that the conservation of biological diversity is best advanced by the contributions of people of diverse backgrounds, experiences, beliefs and cultures.  We strive toward a collective goal of including all people in the conservation of our Nation’s wildlife and wild places.

  • Visit Our Values and Diversity page to learn more about who we are and how we operate.

SALARY RANGE:

  • Up To $64,000 

HOW TO APPLY

Interested applicants should complete an application for employment. Please reference Facilities Manager in your subject line and submit your completed application, a letter of interest and resume to us via e-mail at: HR@defenders.org.

 

It is the policy of Defenders of Wildlife to provide equal employment opportunity to all qualified individuals without regard to their race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, or any other characteristic protected by law, in all personnel actions.

All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.