Facilities Manager

5H2 Hub International Midwest Limited; Grand Rapids (MI); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Competitive health benefits

Retirement savings matching

Company-paid life and disability plans

Generous paid time off

Parental leave

Wellbeing program

Collaborative culture

HUB Gives community impact

Job summary

HUB International in Grand Rapids, MI is seeking a Facilities Manager to lead regional office operations, real estate lease management, technology coordination, and capital projects. You will oversee a small administrative team and partner with IT, facilities vendors, and executives to ensure safe, efficient workplaces across our Michigan portfolio.

The role requires strong project management, vendor negotiations, and the ability to drive improvements in a fast-growing environment.

Qualifications

• Proven project management expertise with strong execution discipline and customer service orientation
• Exceptional organizational skills with the ability to manage multiple concurrent initiatives
• Strong leadership presence with sound judgment and problem-solving capability
• Ability to operate independently, set priorities, and drive results with minimal supervision
• Demonstrated experience working in fast-growth, high-change environments
• Excellent written and verbal communication skills with executive-level professionalism
• Strong change management, stakeholder communication, and operational planning skills
• High standards of integrity, accountability, and follow-through
• Willingness and ability to travel regionally

Responsibilities

• Facilities Operations & Workplace Management: Own daily operations, maintenance, and planning for all regional office facilities, utilities, and equipment
• Lead office upgrades, repairs, preventive maintenance programs, space optimization initiatives, and closures
• Direct workstation assignments, space planning, and office configurations to support evolving business needs
• Oversee janitorial services and ensure consistent cleanliness, safety, and workplace standards
• Manage storage, inventory, and supply distribution processes
• Supervise and develop administrative support staff
• Technology & Infrastructure Coordination: Coordinate audiovisual systems, office technology upgrades, and infrastructure implementations in partnership with IT vendors and internal teams
• Manage IT ticket escalations, system access provisioning, and security protocols
• Oversee phone systems and upgrades
• Maintain accurate asset tracking for all staff equipment
• Lead technology-related change management, user communication, and adoption
• Real Estate & Lease Administration: Manage lease agreements, renewals, amendments, and landlord relationships
• Support site selection, space analysis, and real estate strategy initiatives
• Manage equipment lease portfolios and related vendor contracts
• Vendor & Contract Management: Source, negotiate, and manage vendor relationships and service agreements
• Ensure vendor performance, compliance, credentialing, and access requirements
• Review and approve vendor invoices in alignment with budget controls and policies
• Capital Expenditures & Financial Management: Develop and manage annual CAPEX budgets and multi-year capital expenditure plans
• Track project spend, forecast variances, and deliver financial reporting
• Ensure projects meet quality, timeline, and cost expectations
• Renovations, Relocations & Expansion Projects: Lead end-to-end project management for office renovations, relocations, expansions, and buildouts
• Manage contractor selection, bid evaluation, negotiations, and contract administration
• Coordinate architecture, furniture planning, IT infrastructure, and move logistics
• Lead stakeholder communications, employee readiness, and transition planning
• Mergers & Acquisitions Integration: Provide facilities and infrastructure integration support and leadership for newly acquired offices
• Manage lease transitions, operational alignment, and workspace optimization
• Ensure seamless continuity of operations during times of transition and growth
• Travel: Frequent regional travel across Michigan and Indiana

Skills

Project management

Organizational skills

Leadership presence

Independent work

Change management

Communication

Stakeholder management

Integrity & accountability

Regional travel

Education

Bachelor's degree in Business Administration / Facilities Management or related field

Job description

A path for every ambition. At HUB, we believe the best work happens when people are given real space to grow and then given the autonomy to exercise it. We power progress and protect ambition: for the clients who count on us, and equally for the people who make that possible every day. We’re creative thinkers and determined doers, guided by values that show up in how we work together: with empathy, adaptability, accountability and a genuine commitment to one another’s success. We foster bold ideas, celebrate curiosity and share what we know. Because when people grow, the work they do grows with them.

Our purpose is deeply human: to help people navigate the world on their terms, at their speed, toward their future. We hold that same commitment to the people building careers here. Whether you’re starting out or leveling up, you’ll find the resources to evolve, the support to take on more and a team ready to back you at every stage. Your ambition has a home here.

The Facilities Manager provides strategic leadership and operational ownership of all facilities and workplace operations across our regional portfolio of approximately 15 offices, supporting over 350 employees. This role is accountable for the performance, scalability, and reliability of our physical workplaces and supporting infrastructure—including real estate and lease administration, capital expenditures, renovations and relocations, vendor partnerships, technology infrastructure coordination, and integration of newly acquired offices. This position requires a highly organized, execution-driven leader who combines strong project management discipline with exceptional service mindset, financial stewardship, and operational judgment. The successful candidate thrives in fast-paced, growth environments, anticipates risk, drives continuous improvement, and communicates clearly with executives, internal stakeholders, and external partners. This role has direct supervisory responsibility for our receptionist and administrative team, which currently includes 3 staff members.

Core Responsibilities

• Facilities Operations & Workplace Management Own daily operations, maintenance, and planning for all regional office facilities, utilities, and equipment Lead office upgrades, repairs, preventive maintenance programs, space optimization initiatives, and closures Direct workstation assignments, space planning, and office configurations to support evolving business needs Oversee janitorial services and ensure consistent cleanliness, safety, and workplace standards Manage storage, inventory, and supply distribution processes Supervise and develop administrative support staff
• Technology & Infrastructure Coordination Coordinate audiovisual systems, office technology upgrades, and infrastructure implementations in partnership with IT vendors and internal teams Manage IT ticket escalations, system access provisioning, and security protocols Oversee phone systems and upgrades Maintain accurate asset tracking for all staff equipment Lead technology-related change management, user communication, and adoption
• Real Estate & Lease Administration Manage lease agreements, renewals, amendments, and landlord relationships Support site selection, space analysis, and real estate strategy initiatives Manage equipment lease portfolios and related vendor contracts
• Vendor & Contract Management Source, negotiate, and manage vendor relationships and service agreements Ensure vendor performance, compliance, credentialing, and access requirements Review and approve vendor invoices in alignment with budget controls and policies
• Capital Expenditures & Financial Management Develop and manage annual CAPEX budgets and multi-year capital expenditure plans Track project spend, forecast variances, and deliver financial reporting Ensure projects meet quality, timeline, and cost expectations
• Renovations, Relocations & Expansion Projects Lead end-to-end project management for office renovations, relocations, expansions, and buildouts Manage contractor selection, bid evaluation, negotiations, and contract administration Coordinate architecture, furniture planning, IT infrastructure, and move logistics Lead stakeholder communications, employee readiness, and transition planning
• Mergers & Acquisitions Integration Provide facilities and infrastructure integration support and leadership for newly acquired offices Manage lease transitions, operational alignment, and workspace optimization Ensure seamless continuity of operations during times of transition and growth Travel Frequent regional travel across Michigan and Indiana

Required Qualifications

• Proven project management expertise with strong execution discipline and customer service orientation
• Exceptional organizational skills with the ability to manage multiple concurrent initiatives
• Strong leadership presence with sound judgment and problem-solving capability
• Ability to operate independently, set priorities, and drive results with minimal supervision
• Demonstrated experience working in fast-growth, high-change environments
• Excellent written and verbal communication skills with executive-level professionalism
• Strong change management, stakeholder communication, and operational planning skills
• High standards of integrity, accountability, and follow-through
• Willingness and ability to travel regionally

Preferred Qualifications

• 3-5+ years of progressive experience in Facilities Management, Real Estate Operations, Project Management, Workplace Operations, or related field
• Bachelor's degree in Business Administration, Project Management, Facilities Management, or equivalent professional experience
• Experience managing multi-site portfolios and capital expenditure projects preferred

What we offer you

• Benefits and programs vary based on employment status, role, location, and applicable eligibility requirements
• Competitive pay with comprehensive health benefits, retirement savings matching, and company-paid life and disability plans
• Generous paid time off, paid parental leave and a wellbeing program designed to support real work/life balance
• A collaborative, high-performing culture with meaningful engagement, community impact through HUB Gives and genuine room to grow your career

The HUB difference

HUB International is one of North America’s largest insurance brokers, delivering risk management, insurance, employee benefits, retirement and wealth management solutions to businesses and individuals across the United States and Canada — through locally led teams backed by national expertise, giving you the agility of a local partner and the reach of a global organization.

Equal Employment Opportunity

HUB International Limited is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

Reasonable Accommodations

HUB International Limited is committed to providing reasonable accommodations to qualified individuals with disabilities throughout the application and hiring process. If you need a reasonable accommodation to access our career site, complete an application, or participate in any part of the hiring process, please contact the Recruiting Team at [e-mail]. This contact information is for accommodation requests only and should not be used to inquire about the status of an application.

E-Verify

HUB International Limited participates in E-Verify. Please refer to Our Recruiting Process | Applicant Notices: E-Verify Program for additional information. HUB International is one of North America’s largest insurance brokers, delivering risk management, insurance, employee benefits, retirement and wealth management solutions to businesses and individuals across the United States and Canada — through locally led teams backed by national expertise, giving you the agility of a local partner and the reach of a global organization.

HUB International is one of North America’s largest insurance brokers, delivering risk management, insurance, employee benefits, retirement and wealth management solutions to businesses and individuals across the United States and Canada — through locally led teams backed by national expertise, giving you the agility of a local partner and the reach of a global organization.