Facilities Manager

Norm Reeves Subaru Rockwall; Dallas (TX); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

401(k) Matching

FSA

Tuition Reimbursement

Paid Time Off

Vehicle Discounts

Job summary

Norm Reeves Subaru Rockwall is seeking a Facilities Manager to oversee day-to-day operations across Dallas–Fort Worth dealership locations. You will manage preventive and corrective maintenance, coordinate vendor performance, review invoices, and support capital projects to keep facilities safe, functional, and presentable.

This on-site role requires 3–5 years of facilities experience, strong vendor management, and knowledge of building systems.

Qualifications

• 3–5 years of facilities management experience across multiple locations.
• Experience managing vendors and contractors, with scheduling and oversight.
• Knowledge of building systems (HVAC, electrical, plumbing) and safety.
• Ability to review invoices, budgets, and maintain records.
• Familiarity with proposals, COIs, and warranties.
• Able to verify completed work with photos and documentation.
• Strong organization and communication with managers, vendors, and accounting.
• Proficient with Excel, Outlook, Word, and Teams.
• Valid Texas driver's license and ability to travel locally.
• On-site Monday–Friday travel between dealerships.

Responsibilities

• Manage facilities operations across DFW dealership locations.
• Oversee the work order process in the work order system or CMMS, from intake to closeout.
• Plan and track preventive maintenance schedules for building systems.
• Coordinate HVAC, plumbing, electrical, lighting, roofing, and other building services through qualified vendors.
• Conduct recurring site inspections to identify repair needs, safety concerns, and appearance issues.
• Obtain and compare vendor proposals, noting scope differences, exclusions, pricing, and schedule impacts.
• Prepare, route, and track service agreements, purchase orders, and contracts.
• Review vendor invoices for accuracy, correct location coding, supporting documentation, and alignment with approved proposals.
• Confirm work is complete and meets the agreed scope through site visits and documentation.
• Resolve invoice discrepancies, missing documentation, credits, and payment inquiries with vendors and accounts payable.
• Maintain operating budget trackers showing approved budgets, commitments, actual expenses, and forecasted costs.
• Prepare repair-versus-replacement recommendations using equipment age and cost.
• Support capital improvement planning by documenting conditions and pricing needs.
• Obtain COIs and monitor expiration dates, escalating deficiencies as needed.
• Maintain equipment records, warranties, and vendor files by location.
• Coordinate small facility projects, including scheduling and closeout.
• Schedule work to minimize disruption to dealership operations.
• Conduct periodic vendor performance reviews.
• Provide concise updates to leadership on open issues and budget concerns.
• Escalate incomplete work and potential cost overruns promptly.

Skills

Facilities management

Vendor management

Budget tracking

Documentation

MS Excel

Tools

CMMS

SharePoint

MS Office

Job description

Location: Dallas–Fort Worth, TX (On site) | Type: Full Time | Schedule: Monday–Friday
Norm Reeves Dealerships is hiring a Facilities Manager to lead day-to-day facilities operations across assigned automotive dealership locations in Dallas–Fort Worth. You'll coordinate preventive and corrective maintenance, manage vendor and contractor performance, inspect sites, and keep work orders moving from request to verified completion. Dealership buildings include showrooms, service drives, service shops, parts areas, offices, and parking lots, all of which need to stay safe, functional, and presentable for customers and employees. You'll also track operating expenses, review invoices, and support capital improvement planning so leadership can make informed decisions about repairs and investments.

This role fits an organized, dependable facilities professional who likes being on site, holding vendors to their commitments, and closing issues out completely. You'll work with dealership managers, service providers, contractors, and internal accounting teams. Automotive dealership experience is helpful but not required. We welcome candidates from commercial property management, retail, hospitality, multi-site operations, and facilities services. This is an on-site role with regular local travel between dealership locations throughout DFW.

What You'll Do

• Manage facilities operations across assigned DFW dealership locations, prioritizing service requests by safety, operational impact, and customer visibility.
• Oversee the work order process in the work order system or CMMS, from intake and assignment through scheduling, completion, and closeout.
• Plan and track preventive maintenance schedules for building systems and equipment, and follow up on overdue items.
• Coordinate HVAC, plumbing, electrical, lighting, roofing, overhead doors, landscaping, janitorial, paving, and other building services through qualified vendors.
• Conduct recurring site inspections to identify repair needs, safety concerns, deferred maintenance, and appearance issues.
• Obtain and compare vendor proposals, noting scope differences, exclusions, pricing, and schedule impacts, then recommend a course of action.
• Prepare, route, and track service agreements, purchase orders, and contracts, and monitor renewal and expiration dates.
• Review vendor invoices for accuracy, correct location coding, supporting documentation, and alignment with approved proposals, purchase orders, and service agreements.
• Confirm work is complete and meets the agreed scope through site visits, dated photos, and vendor documentation before recommending invoices for approval.
• Resolve invoice discrepancies, missing documentation, credits, and payment inquiries with vendors and accounts payable.
• Maintain operating budget trackers showing approved budgets, commitments, actual expenses, pending invoices, and forecasted costs.
• Prepare repair-versus-replacement recommendations using equipment age, service history, cost, and operational impact.
• Support capital improvement planning by documenting conditions, gathering pricing, and identifying upcoming needs.
• Obtain and track certificates of insurance (COIs) and expiration dates, escalating deficiencies to the appropriate internal reviewer.
• Maintain equipment records, warranties, service histories, and vendor files, organized by location and vendor.
• Coordinate small facility projects, including scheduling, contractor access, progress checks, and closeout documentation.
• Schedule work to minimize disruption to dealership operations, customer access, and employee activities.
• Conduct periodic vendor performance reviews covering responsiveness, quality, pricing, and documentation.
• Provide concise updates to leadership on open issues, budget concerns, safety items, and decisions needed.
• Escalate incomplete work, quality problems, scope changes, and potential cost overruns promptly.

What You'll Need

Required

• 3–5 years of experience independently managing facilities, building maintenance, or commercial property maintenance, ideally across multiple locations.
• Experience managing vendors and contractors, including scheduling, oversight, and holding service providers accountable.
• Working knowledge of building systems (HVAC, plumbing, electrical, roofing, lighting) sufficient to coordinate qualified trades and evaluate their work. Personally performing licensed trade work is not expected.
• Practical experience reviewing invoices, tracking budgets, and keeping accurate records.
• Familiarity with proposals, scopes of work, service agreements, purchase orders, COIs, and warranties.
• Ability to verify completed work through site observation, photos, and supporting documentation.
• Strong organization, follow-through, and ability to manage competing priorities across locations.
• Clear written updates and professional communication with managers, vendors, and accounting.
• Proficiency with Microsoft Excel, Outlook, Word, and Teams.
• Valid Texas driver's license and ability to travel locally throughout DFW.
• Ability to work on site Monday–Friday.

Preferred

• Automotive dealership experience (helpful, not required).
• Experience with a work order system, CMMS, or maintenance management software.
• Experience with SharePoint or similar document management tools.

Benefits & Employee Perks

• Medical, Dental, Vision, and Complimentary Life Insurance
• 401(k) Matching and Flexible Spending Account (FSA)
• Tuition Reimbursement
• Paid Time Off that accrues
• Supplemental Insurance: Hospital, Accident, and Critical Illness
• Discounts on Vehicles, Services, and Parts

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.