Facilities Manager

Website ADFLegal Alliance Defending Freedom

ADF Advocates for Your Right to Freely Live out Your Faith

Everyone says they want to change the world. We’re looking for people who actually will.

Alliance Defending Freedom is an alliance-building legal organization that advocates for the right of people to freely live out their faith. Please visit www.adflegal.org/about-us/careers to view our Statement of Faith and Doctrinal Distinctives.

Facilities Manager

Alliance Defending Freedom is looking for a highly self-motivated and organized Facilities Manager to work in our Scottsdale, AZ Office. As the Facilities Manager for ADF Scottsdale, you are a vital part of the Facilities Team. In this role, you will report to the Director of Facilities and are responsible for managing ADF Scottsdale which includes the office building and grounds. This position includes oversight of facility team members, vendors, and all contract management pertaining to the operations of the building. The Facilities Manager will oversee space planning, operations asset management, building mail operations, general and preventive maintenance, and new team member facility orientations. We aim to delight our team and guests by creating a joy-filled office environment in service of the ADF mission.

Your Essential Responsibilities:

In this position, you will:

Vendor Relations:

  • Negotiate and manage service and vendor contracts for the operational needs of the ADF Scottsdale building
  • Maintain vendor files and documentation
  • Maintain and update the master contact list for all vendors associated with ADF Scottsdale
  • Follow proper contract procedures for all Scottsdale maintenance and equipment-related contracts in Contract Management System
  • Serve as the emergency contact for restoring failed building systems
  • Maintain all facility project documentation

Requisitions and accounting:

  • Review and approve monthly facilities invoices for ADF Scottsdale
  • Track, research, and resolve any inconsistencies on Scottsdale facility-related invoices and/or expense reports
  • Oversight of all office and break room supply orders
  • Assist the Director of Facilities in annual budget planning for ADF Scottsdale property, including tenant spaces
  • Monitor the budget to identify any potential variances throughout the fiscal year

Facilities:

  • Oversee and coordinate all facility daily functions, communicating with Security team regularly about building activities and maintenance
  • Facilities Manager is responsible for temperature management of ADF Scottsdale, to include seasonal adjustments and troubleshooting issues with the HVAC system
  • Provide on-site management of renovation projects at ADF Scottsdale, working with the construction management company to keep projects on time and budget, anticipating and resolving conflicts construction may have on building operations
  • Manage regular vendors, landscaping, shredding, pest control, etc. when on-site, serving as the point of contact and communicating issues needing attention
  • Oversee facility appearance standards, working with the team to communicate applicable policies
  • Conference room readiness oversight and enforcement
  • Be responsible for getting meeting spaces ready for outside organizations when Facility Use requests are approved
  • Manage inventory of all ADF Scottsdale consumables – supplies and products for Team consumption and janitorial staff use
  • Determine best use of space and team cohesiveness for all office moves and work-station relocations; Work with IT on cable management tidiness
  • Responsible for new Team Member workspace readiness and facility orientations
  • Manage storage spaces for ADF Scottsdale and provide for the team’s space requests for special projects
  • Assist in managing tenant leases with all building occupants. Ensure activities are performed within the constraints of the master lease
  • Learn and operate within ADF security protocols and bring security concerns to ADF Security point of contact on-site (ADF Security Team)
  • Maintain ADF Scottsdale seat assignment chart utilizing Space IQ or other applicable tools
  • Manage Maricopa County’s Trip Reduction Program

Events:

  • Facilities point of contact for planning and execution of events to be held at ADF Scottsdale; Work with the Event Team or stakeholders on room layout and furniture needs
  • Responsible for Facilities Event Service Requests as submitted by the Events Team or event hosts
  • Responsible for knowledge of conference room capacities, available furniture, and potential layouts for event functionality to help event planners with desired events
  • Provide training for Event Team planners regarding conference room layout options and best practices with ESRs when it comes to using ADF Scottsdale spaces
  • Work with AV Team when preparing spaces for events to accommodate their needs for a successful event

Office Customer Service:

  • Respond to team and tenant facility requests in a timely manner utilizing the service desk ticketing system
  • Oversee and assist ADF team members with office equipment, furniture, and supply needs
  • Solicits customer feedback, and anticipates, identifies, and analyzes current processes to improve service and response resolution time frames
  • Serve as the single point of contact for tenant(s)
  • Manage maintenance, operational, and building use issues with building occupants
  • Perform additional duties and special projects as assigned by your Team Leader to advance the ministry mission of ADF

Office Service Center AZ (Mailroom/Shipping):

  • Oversight of mailroom, office, and break room supplies
  • Train users on Mail Receiving room security policy and protocol for TM’s needing access
  • Manage ADF Scottsdale Mail Room processes and staff
  • Communicate with Print House to achieve efficient operations for shipping of print items

As a Team Leader, you will:

  • Function as a servant leader by training, encouraging, coaching, and developing your Team Members
  • Foster a spirit of trust and innovation on your team
  • Meet regularly with your Team Members to discuss their progress and complete Career Path Discussions
  • Manage facility staff to ensure effective building and mailroom coverage
  • Approve expense reports, invoices, timesheets, and PTO requests

Skills you need to succeed:

Knowledge of:

  • HVAC, Electrical and low voltage systems, experience preferred
    OSHA and implementation of safe working environment for TM’s and Vendors
  • General office equipment (copiers, fax, printers, postage meters)
  • Space management tools such as Space IQ/Eptura or similar software
  • Travel management systems such as Cloudbeds or Lodgeware

Demonstrated proficiency in:

  • Microsoft software including Word, Excel, and Outlook
  • Excellent communication skills, both verbal and written

Ability to:

  • Prioritize and manage multiple tasks, excellent organizational skills, and attention to detail
  • Be flexible and work in a fast-paced environment with changing demands
  • Work flexible hours and occasional overtime
  • Coordinate with Facility Managers in other locations to create best-in-class policies
  • Travel 1-2 times per year

Education and/or experience:

  • 5+ years of facilities experience in building systems and operations
  • 2+ years of supervisory experience
  • 2+ years of experience with basic maintenance and repair works
  • Bachelor’s degree preferred
  • Customer Service Experience

Additional Requirements:

  • Valid Driver’s License
  • Strong Team Player
  • Strong analytical and organizational skills
  • Strong attention to detail
  • Strong ability to multitask effectively in a fast-paced environment
  • Strong initiative and self-motivation
  • Strong time management and decision-making skills
  • Strong motivational team building skills
  • Strong mentoring skills
  • IFMA or similar membership

To complete your application, please include a cover letter with your resume.

ARE YOU LOOKING FOR AN ORGANIZATION WITH A COMPETITIVE COMPENSATION AND BENEFITS PACKAGE, TOO? 

We have it! Alliance Defending Freedom offers team members a competitive compensation and benefits package that includes major medical insurance, dental care, medical and dependent care reimbursement, paid disability, long-term care insurance, and life insurance. We also offer a 401(k) plan with a generous company match. Work and life balance is important to the well-being of our team members. You will receive paid time off (PTO) that starts accruing from your hire date and 11 paid holidays per year.

To apply for this job please visit recruit.hirebridge.com.

Author: recruit@ADFLegal.org

ADF is the world's largest legal organization committed to protecting religious freedom, free speech, the sanctity of life, marriage and family, and parental rights.