Facilities Manager

Job Type: Full-time
Salary: $55,000 - $60,000
Supervisor's Title: Director of Operations
Employees Supervised: Facilities staff and Custodial staff

Work Summary:

The Facilities Manager is responsible for the day-to-day maintenance, operation, safety, and appearance of the Frank Lloyd Wright Trust’s buildings, grounds, and related facilities. The position provides hands-on facilities support while supervising facilities and custodial staff and coordinating outside contractors and service providers.

Working within a portfolio of architecturally significant and historic properties, the Facilities Manager helps ensure that facilities are safe, functional, well maintained, and prepared to support visitors, staff, volunteers, programs, and special events.

The position requires a practical, hands-on facilities professional who can balance preventive maintenance, daily work orders, emergency response, contractor coordination, budget management, and the special care required when working within historic properties.

Facilities Operations and Maintenance

• Oversee the daily maintenance and operation of Trust buildings, grounds, and building systems.
• Conduct routine inspections of facilities and grounds to identify maintenance needs, safety concerns, equipment deficiencies, and emerging problems.
• Perform and coordinate preventive maintenance on mechanical equipment and building systems, including HVAC and related mechanical units.
• Perform light carpentry, minor repairs, hardware replacement, basic troubleshooting, painting, and other general building-maintenance activities within the appropriate scope of the position.
• Maintain preventive-maintenance schedules and service records for major equipment and building systems.
• Respond to facility work orders and prioritize repairs based on safety, operational impact, urgency, and available resources.
• Support seasonal maintenance, snow and ice response, grounds maintenance, and other property needs.

Historic Buildings and Grounds

• Support the responsible stewardship of historic buildings and grounds while recognizing that work on historic fabric may require specialized review or contractors.
• Coordinate maintenance activities with appropriate Trust staff when work could affect historic materials, architectural features, collections, or preservation priorities.
• Identify conditions that could contribute to water infiltration, mechanical failure, deterioration, or other damage and escalate concerns promptly.
• Help maintain clean, safe, accessible, and welcoming environments for visitors, staff, and volunteers.

Staff Supervision

• Directly supervise facilities and custodial staff.
• Establish daily and weekly work priorities and assign maintenance and custodial responsibilities.
• Train staff on proper maintenance procedures, equipment use, safety practices, and facility standards.

Contractors and Projects

• Coordinate outside contractors, vendors, and service technicians performing maintenance, repairs, inspections, and facility improvements.
• Obtain estimates and assist with evaluating scopes of work and contractor proposals.
• Schedule contractors and coordinate access to Trust properties.
• Monitor contractor performance, project progress, and completion of work.
• Verify that contracted work has been completed satisfactorily before recommending approval of invoices.
• Maintain appropriate documentation related to warranties, inspections, repairs, equipment, and contractor work.

Budget and Planning

• Assist in developing and managing the annual facilities operating and maintenance budget.
• Track facilities expenditures against approved budgets and identify potential variances.
• Obtain competitive pricing and recommend cost-effective approaches to maintenance and repairs.
• Assist leadership with forecasting major repairs, equipment replacement, deferred maintenance, and capital needs.

Safety and Compliance

• Help maintain facilities in accordance with applicable safety requirements, codes, inspections, and organizational policies.
• Identify and promptly address unsafe conditions.
• Coordinate required inspections and maintenance of applicable building and life-safety systems.
• Maintain organized facilities documentation, including inspection reports, service records, warranties, equipment information, and preventive-maintenance records.
• Support emergency response related to building systems, weather events, mechanical failures, water intrusion, and other facility incidents.

Qualifications

• Demonstrated professional experience in facilities management, building maintenance, property management, or a related field.
• Experience supervising maintenance, facilities, custodial, or similar operational staff.
• Demonstrated experience developing, monitoring, or managing a facilities or maintenance budget.
• Working knowledge of building systems, including HVAC and mechanical equipment.
• Ability to perform light carpentry and general building repairs.
• Experience coordinating and overseeing contractors and service vendors.
• Strong organizational skills with the ability to manage multiple facilities, projects, work orders, and competing priorities.
• Ability to maintain accurate maintenance, inspection, equipment, and expenditure records.
• Experience working with historic buildings or culturally significant properties is preferred but not required.

Physical and Travel Requirements

• Ability to lift and carry up to 50 pounds.
• Ability to regularly walk, stand, bend, climb stairs and ladders, and perform physical building-maintenance activities.
• Ability to work indoors and outdoors in varying weather conditions.
• Ability to access mechanical spaces, basements, roofs, and other building areas as required and where safely accessible.
• Must possess a valid driver's license and have reliable access to a vehicle for regular travel between Trust properties.
• Ability to respond to urgent facilities issues that may occasionally occur outside normal business hours.

Core Competencies

The successful Facilities Manager will demonstrate strong hands-on facilities knowledge, preventive-maintenance, staff supervision, budget accountability, contractor management, problem solving, safety awareness, communication, and stewardship of historic properties.

This position is particularly suited to a facilities professional who is comfortable moving between management responsibilities and hands-on work—someone who can develop a maintenance plan and budget, supervise staff and contractors, and also respond directly when a building or mechanical issue requires immediate attention.