Facilities and Office Services Manager

NAACP Legal Defense and Educational Fund, Inc; New York (NY); On-site; USD 104,000 - 120,000; Full time

Job summary

The NAACP Legal Defense and Educational Fund, Inc. seeks a Manager for Facilities and Office Services to oversee maintenance and vendor management. This pivotal role ensures optimal functioning of all building systems, supervises staff, and enhances operational efficiency. Strong leadership and communication skills are essential, alongside experience in facilities management. With a salary range of $104,800 to $120,000, this position is critical for supporting LDF's mission to promote civil and human rights.

Qualifications

• 6 or more years of experience required.
• Ability to regularly lift objects between 11 and 15 pounds.
• Operate computer or other equipment such as calculators, copy machines, printers.

Responsibilities

• Manage all aspects of office maintenance including HVAC, cleaning services, and supplies.
• Supervise Facilities team members and oversee vendor management.
• Ensure compliance with safety regulations and manage security access systems.

Skills

Customer Service

Communication

Vendor Management

Team Leadership

Budgeting

Education

Advanced degree preferred

Job description

The NAACP Legal Defense & Educational Fund, Inc. (LDF) is the country’s first and foremost civil and human rights law organization. Founded in 1940 under the leadership of Thurgood Marshall, who subsequently became the first Black U.S. Supreme Court Justice, LDF was launched at a time when the nation’s aspirations for equality and due process of law were stifled by widespread state-sponsored racial inequality. From that era to the present, LDF’s mission has been transformative — to achieve racial justice, equality, and an inclusive society.

LDF’s litigation, public policy advocacy and public education programs in the substantive areas of criminal justice, economic justice, education, and political participation seek to ensure the fundamental and basic human rights of all people to quality education, economic opportunity, the right to vote and fully participate in democracy, and the right to a fair and just judicial system. LDF continues to make an impact in the area of public service and was recognized by Fast Company as one of its 2023 Brands That Matter under its public service category.

The Manager, Facilities and Office Services oversees all aspects of office maintenance, including but not limited to HVAC, secure entry, fire/safety, electrical, plumbing, cleaning services, office furniture, storage, supplies, pantry and hospitality service. Incumbents are responsible for all aspects of vendor management, from bidding process through contract execution, and provide ongoing monitoring of service agreements to ensure they continue to meet the needs of LDF. The Manager, Facilities and Office Services supervises Facilities team members that may or may not include the Receptionist, and Facilities and Office Service Administrators.

This position requires employees to work on-site five days a week.

Responsibilities:

• Customer service from the Facilities department to LDF staff and its visitors
• Engage in professional, hospitable, and courteous communication with staff
• Assure optimal functioning of all building systems
• Serve as the direct point of contact and supervision of all building contractors
• Plan, budget, schedule facility maintenance and modifications
• Team leader/oversight for all office security measures and work in tandem with LDF’s Security Manager to ensure all protocols are effective and updated as needed
• Verify that all facilities-related invoices are paid accurately and in a timely manner
• Interface with building management company and appropriate managers, directors and employees
• Maintain upkeep and cleanliness of all physical spaces occupied by LDF and manage housekeeping contracts
• Manage security access system including programming access and running reports
• Facilitate meeting room set-up and services to ensure space is prepared for engagements
• Order and manage inventory of supplies, special projects, shipping and mailing, and as requested by management
• Manage vendor accounts and generate reports, as deemed necessary
• Manage resources, area and supplies of the Pantry Café (keeping inventory of coffee, kitchen supplies, cleanliness, equipment, etc.)
• Support storage efforts and off-site storage facility
• Ensure work areas and storage facilities are properly maintained, organized and clean
• Provide emergency/security training for active employees and new hires andhandle new hire set up and oversee the Emergency Safety Personnel for each building
• Provide CPR and AED training to staff on a regular basis
• Handle communication with employees regarding fire drills, and any other building activities
• New hire office/workstation set up and conduct the onboarding meetings
• Manage employee moves, workstation assignments and set up
• Ensure compliance with local, state, and federal environmental and safety regulations including OSHA
• Daily direct supervision of facilities staff to ensure each member is completing all duties and responsibilities in a timely manner and adhering to LDF’s rules and policies
• Manage the day-to-day workload of team members and conduct regular meetings and touch points
• Cover duties of staff members when they are out of the office or unable to complete duties
• Oversee and manage the Facilities Ticketing system and reach KPI goals set with the Director of Facilities and Senior Director of Operations
• Conduct annual performance goals meetings and support professional development goals of staff

Qualifications:

• Advanced degree preferred; 6 or more years of experience required
• Remain in stationarypotion, often standing or sitting for prolonged periods
• Move in different positions to accomplish tasks in various environments, including tight and confined spaces, such as accessing file cabinets, office machinery, etc.
• Operate computer or other equipment such as calculators, copy machines, printers
• Ascend or descend ladders, stairs, ramps, poles, etc.
• Detect, determine, discern, distinguish, perceive, identify, recognize, observe, inspect, estimate, assess, or compare objects such as words, images, actions, etc. to assess accuracy, presentation, and completeness of assigned work.
• Communicate, detect, converse, convey, express, discuss, and exchange information with others.
• Repeat motions that may include the wrists, hands and/or fingers (such as typing)
• Operate machinery, power tools, shovels, or heavy equipment.
• Ability to regularly lift objects between 11 and 15 pounds.
• Essential job – may be required to support operations or functions during an emergency or building closure and may be required to work (or report to work) when other employees are not required.

This is not an exhaustive list of all responsibilities, duties, skills, efforts or requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.This description does not constitute a contract of employment and LDF may exercise its employment-at-will rights at any time.

The salary range for this position is $104,800-$120,000.

LDF offers all eligible employees a generous benefits package. To learn more click the following link2025 Benefits Overview.

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The NAACP Legal Defense and Educational Fund, Inc. is proud to be an Equal Opportunity Employer. We are committed to providing equal employment opportunities to you without regard to race, creed, color, religion, national origin, sex, sexual orientation, pregnancy, marital status, age, veteran status, medical condition or disability, genetic information, gender identity, or any other protected status under federal, state, or local law.

This position is open until filled.

To be considered for this position, applicants must submit a cover letter and a resume.