Regional Facilities Manager

The Phoenix Group; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

The Phoenix Group in New York, NY is seeking a Facilities Manager to oversee operations across multiple sites, ensuring safe, compliant, and efficient facility performance.

You will develop and implement preventative maintenance programs, manage vendor contracts, supervise staff, handle emergency response, and ensure records and inspections meet regulatory standards, while aligning operations with the organization's goals.

Qualifications

• Minimum 5 years’ experience in facilities management with 3+ years in supervision of multi-site environments.
• Proven track record managing HVAC, electrical, plumbing, and building systems.
• Knowledge of regulatory standards including OSHA, Local Building Codes, and fire safety compliance.
• Strong vendor management, contract negotiation, and procurement skills.
• Excellent written and verbal communication skills.
• Valid driver’s license to operate agency vehicles across boroughs.
• Proficiency in facility management software (e.g., Freshworks).

Responsibilities

• Assist the Facilities Director in supervising operations across multiple sites.
• Develop and implement preventative maintenance programs for building systems.
• Oversee safety protocols, fire safety procedures, and regulatory compliance, including inspections.
• Manage contracts with maintenance and security vendors and upgrades.
• Conduct routine facility inspections and address operational issues.
• Respond to emergency facilities issues and disaster response.
• Maintain records of maintenance activities and inspections in FM software.
• Lead security initiatives and oversee security upgrades and training.
• Collaborate with on-site maintenance, security, and admin staff to ensure smooth workflows.
• Ensure operations align with safety standards and organizational goals.
• Support training initiatives related to security, safety, and maintenance.

Skills

Facilities management

Vendor management

Contract negotiation

Regulatory compliance

Emergency response

Communication skills

OSHA knowledge

Tools

Freshworks

Job description

Key Responsibilities

• Assist the Facilities Director in supervising operations across multiple sites, ensuring efficient and compliant facility management.
• Develop and implement preventative maintenance programs for HVAC, electrical, plumbing, and building systems; coordinate repair and maintenance activities with external contractors and internal staff.
• Oversee safety protocols, fire safety procedures, and regulatory compliance, including preparing facilities for inspections by city and state agencies.
• Manage and monitor contracts with maintenance and security vendors, including security upgrades, guard services, and emergency response systems.
• Conduct routine facility inspections and walkthroughs to identify and resolve operational issues.
• Respond promptly to emergency facilities issues, including disaster response, repairs, and safety hazards.
• Maintain accurate records of maintenance activities, safety inspections, and systems data within facility management software.
• Lead security-related initiatives, including overseeing security system upgrades, managing security personnel, and conducting security incident trainings with Site Security Leads.
• Collaborate closely with on-site maintenance, security, and administrative staff, fostering strong communication and operational workflows.
• Ensure all facility operations align with organizational goals, safety standards, and compliance requirements.
• Support ongoing training initiatives related to security, safety, and maintenance best practices.

Core Qualifications & Requirements

• Minimum 5 years’ experience in facilities management, with at least 3 years in a supervisory role overseeing multi-site environments.
• Proven track record managing HVAC, electrical, plumbing, fire safety, and building systems.
• Knowledge of regulatory standards including OSHA, Local Building Codes, and fire safety compliance.
• Strong vendor management, contract negotiation, and procurement skills.
• Excellent written and verbal communication skills.
• Valid driver’s license with ability to operate agency vehicles across boroughs.
• Proficiency in facility management and work order software systems (e.g., Freshworks or similar).
• Ability to respond to emergency situations promptly and effectively.
• Physical ability to lift up to 50 lbs and conduct routine facility inspections.
• Flexibility to work evenings and weekends as needed for emergency response or inspections.

Nice-to-Have Qualifications

• Prior experience in non-profit or community services facilities.
• Knowledge of physical security systems and protocols.
• Experience working within union or non-union environments.
• Familiarity with security technology, incident reporting, and safety training.

Core Technical Skills

• Facilities Maintenance & Operations
• Safety & Fire Compliance (OSHA, FDNY, DOB)
• Security Systems & Protocols
• Work Order and Facility Management Software (e.g., Freshworks)
• Emergency Response & Disaster Recovery
• Borough/City Inspection Preparedness

This role offers the opportunity to directly influence community outcomes by ensuring safe, compliant, and efficient facility operations across a network of vital service sites, supporting organizational mission and scalability.