Facilities Manager in Zionsville, Indiana at Rahal Letterman Lanigan

PURPOSE: Develop and manage facility maintenance programs, vendor and contractor relationships, regulatory compliance, budgets, projects, and building operations. The Facilities Manager ensures the building remains safe, efficient, and fully operational.

RESPONSIBILITIES:

Facilities Operations

• Lead all day-to-day facility maintenance activities across the campus.
• Develop and manage preventative maintenance schedules for all building equipment.
• Perform routine inspections to identify maintenance needs and potential safety concerns.
• Coordinate repairs and emergency response to minimize operational downtime.
• Oversee maintenance of building interiors, exterior grounds, parking areas, and common spaces.
• Maintain inventory of maintenance supplies, tools, and equipment.

Contractor & Vendor Management

• Serve as the primary contact for all third-party contractors and service providers.
• Coordinate scheduling and oversight of contractors performing maintenance, repairs, renovations, inspections, and capital projects.
• Ensure all vendors comply with company safety requirements and applicable regulations.
• Obtain competitive bids, review proposals, and make vendor selections.
• Monitor contractor performance, quality of work, and project completion.
• Review invoices and verify work completed prior to payment approval.

Leadership & Project Management

• Lead facility improvement projects from planning through completion.
• Prioritize maintenance requests and allocate resources effectively.
• Develop maintenance procedures and standard operating practices.
• Provide guidance and technical support to maintenance personnel.
• Partner with department managers to coordinate facility needs with business operations.

Compliance & Safety

• Maintain compliance with OSHA, environmental, fire safety, and applicable building regulations.
• Coordinate required inspections, testing, permits, and certifications.
• Maintain documentation for preventative maintenance, repairs, inspections, and regulatory compliance.
• Support emergency preparedness planning and building security initiatives.
• Promote a safe working environment and identify opportunities for continuous improvement.

Budget & Administration

• Develop and manage the facilities maintenance budget.
• Track maintenance expenditures and cost-saving initiatives.
• Maintain maintenance records, service contracts, warranties, and equipment documentation.
• Prepare reports regarding maintenance activities, capital improvements, and facility performance.
• Perform other duties as assigned.

EDUCATION & EXPERIENCE

• 7+ years of commercial or industrial facilities maintenance experience.
• 3+ years of facilities leadership or supervisory experience.
• Experience managing contractors, budgets, and capital projects.
• Strong knowledge of HVAC, plumbing, electrical, mechanical, and building systems.
• Working knowledge of OSHA, EPA, and applicable building regulations.
• Ability to operate forklifts, scissor lifts, and other maintenance equipment (or obtain certification).
• Proficient with Microsoft Office and computerized maintenance or work order systems.

PHYSICAL REQUIREMENTS

• Frequently stand, walk, climb ladders, bend, kneel, squat, crawl, and reach overhead.
• Regularly lift, push, and pull up to 50 pounds; occasionally up to 75 pounds with assistance.
• Ability to work indoors and outdoors in varying weather conditions.
• Ability to operate maintenance equipment, forklifts, and aerial lifts.
• Ability to respond to after-hours facility emergencies as needed.