Temporary Facility Manager-Irvine, CA

aletoinc; Irvine (CA); On-site; USD 86,000 - 96,000; Full time

Benefits offered by this job

Full medical/dental/vision coverage

401(k) qualified retirement plan

Paid vacation and sick time

Job summary

Aletoinc is seeking a Facility Manager in Irvine, CA to oversee logistics and compliance for facilities and federal property management. You will be responsible for coordinating meetings, managing stakeholder communications, and ensuring that safety protocols are in place.

The ideal candidate should have a strong background in facilities management and records administration, preferably within a federal environment. Full medical coverage, 401(k), and paid leave are included in the compensation package.

Qualifications

• Minimum 5 years of experience in facilities and records management.
• Experience in federal property and facility operations.
• Proficiency in Microsoft Office Suite and SharePoint.

Responsibilities

• Manage logistics for parking allocation and stakeholder communication.
• Assist in documentation of safety and emergency preparedness plans.
• Coordinate on-site and virtual meetings.

Skills

Microsoft Office Suite

SharePoint

NARA guidelines

record management tools

Education

Associate degree in Business Administration or related field

Tools

Excel

Documentum

ECMS

Job description

Job Title: Facility Manager

Job Type: Full-Time-Temporary

Location: Irvine, CA

Compensation/Salary: $86,000-$96,000

Authorization Status: Must be Authorized to Work in the U.S.

Clearance Requirements: Must be eligible to pass and maintain a Moderate Risk Public Trust Background Check (HSPD-12)

About Aleto

Aleto specializes in federal property management, space planning, and facility management. Aleto primarily supports federal government agencies to create realty solutions, provide facility and space planning support services, and enhance strategic communications.

Essential Job Duties

Duties include the following. Other duties may be assigned.

Facilities and Government Property

• Manage logistics for parking allocation, signage, and stakeholder communication.
• Assist in the implementation and documentation of safety, emergency preparedness, and evacuation plans.
• Coordinate on-site and virtual meetings, ensuring proper room setup and technology support.
• Escort vendors, contractors, and ensure compliance with access control procedures.
• Support the issuance of HHS ID Badges (PIV Cards) and fingerprinting services.
• Maintain inventory and usage logs for government vehicles.
• Track and control physical keys and support facility security protocols.
• Complete monthly fleet and key control reporting.
• Proper coordination and readiness of meetings and parking logistics.

Records Management

• File Plan Development and Process Improvement
• Develop a File Plan procedure tailored to the client’s specific program operations, client requirements, and office location.
• Create and maintain an overview dashboard for managing and maintaining records.
• Identify and resolve inconsistencies in records classification or retention.
• Ensure all Program records are covered by the file plan and aligned with NARA and client schedules.
• Maintenance of Records Inventory
• Perform annual inventories of hardcopy and digital records across file rooms, share drives, and storage systems.
• Ensure compliance with NARA standards and client retention schedules.
• Coordinate reviews with on-site POCs, Quality Managers, and ARLOs.
• Receiving, Processing, and Storage of Records
• Coordinate intake and processing of digital and analog records.
• Apply accurate indexing, scanning, digitization, and filing practices.
• Use client systems (e.g., ECMS, Documentum, SharePoint) to manage and validate record data.
• Retrieval of Records
• Process record retrieval requests from client staff within required timelines.
• Maintain check-out logs and ensure timely return or follow-up of borrowed files.
• Digitize and deliver requested records securely and in accordance with policy.
• Record Disposition (Destruction or Transfer)
• Organize and execute file room cleanups and record disposition activities.
• Prepare records for destruction or transfer per retention schedules.
• Complete SF-135 forms and manifests for FRC submissions and provide them to ARLOs and POCs.
• Overview Dashboard
• Maintain a centralized dashboard summarizing records management activities.
• Report issues, volumes, and compliance progress monthly.
• Respond to feedback and ensure dashboard accuracy and timeliness.

Qualifications / Capabilities / Software Knowledge

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Qualifications / Education / Experience

• Associate degree in Business Administration, Information Management, Logistics, or a related field — or equivalent professional experience.
• Minimum 5 years of professional experience in facilities and records management, particularly within a federal or a highly regulated environment.
• Demonstrated experience in federal property and facility operations.

Technological Skills

• Proficiency in Microsoft Office Suite, SharePoint, Excel, and government database systems.
• Strong understanding of NARA guidelines and federal records lifecycle management.
• Familiarity with record management tools (e.g., Alfresco, FileNet, Documentum, ECMS).

Required Knowledge and Skills

• Excellent organizational, written, and verbal communication skills.
• Ability to lead efforts independently, prioritize work effectively, and meet strict deadlines.
• Strong interpersonal skills with the ability to coordinate with multiple stakeholders (Client Staff, ARLOs, POCs, COR, contractors).

Other

• Background check and Public Trust Clearance is required. Current or previous HHS Public Trust is a plus.

Performance Standards

• Accurate and timely database entries, reporting, and mail processing.
• Full compliance with safety protocols and document retention requirements.
• Proper coordination and readiness of meetings and parking logistics.
• Internal/external requests are completed and addressed in accordance with stated deadlines.
• Highest level of integrity managing confidential information.
• Provide additional facilities support as needed to include maintaining government vehicles (logging mileage and tracking usage), mail processing, document scanning, filing, and database entry.

Benefits and Perks

• Paid vacation, sick time, paid federal holidays, parental leave.
• Full medical/dental/vision coverage. Aleto contributes 75% of the premiums for each.
• 401(k) qualified retirement plan.
• Pre‑tax savings accounts (HSA/FSA) options.
• Short‑term and long‑term disability insurance (company‑paid).
• Life insurance (company‑paid).
• Professional Development: training that improves performance and retains key skills.

Environment and Physical Conditions

While performing the duties of this job, the employee is required to have ambulatory skills sufficient to visit other locations; and the ability to remain in a stationary position at least 50% of the time, move inside and around an office, position themselves to access items located in high or low areas, and transport items weighing up to 20 pounds across the office. Requires the constant operation of a computer and other office productivity machinery and the ability to observe details at a close range typically within a few feet of the observer. The employee interacts frequently with other workers, vendors, and clients and will communicate information and ideas so others will understand and must be able to exchange accurate information in these situations. The position consistently requires work to be completed in an office environment with artificial light and air.

Aleto is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state or local laws.

If you have questions or need additional assistance, please contact [e-mail]