Sr. Manager, Facilities and Operations
This role ensures the proper function, safety, and compliance of all building systems and infrastructure while maintaining relationships with vendors, service providers, and tenants.
Organization Overview
We are Central Indiana Community Foundation, The Indianapolis Foundation, Hamilton County Community Foundation and Women’s Fund of Central Indiana–a $1 billion collective of philanthropic organizations committed to making Central Indiana a community where all individuals have equitable opportunity to reach their full potential – no matter place, race or identity.
Position Summary
The Senior Manager, Facilities Operations, is responsible for the comprehensive management, maintenance, and operational oversight of the organization’s facilities. This role ensures the proper function, safety, and compliance of all building systems and infrastructure while maintaining relationships with vendors, service providers, and tenants. The ideal candidate has a strong technical background, excellent organizational skills, and experience in facilities management within a complex or high-traffic environment.
Position Specifics
What We’re Looking For:
The Senior Manager, Facilities Operations, is responsible for the comprehensive management, maintenance, and operational oversight of the organization’s facilities. This role ensures the proper function, safety, and compliance of all building systems and infrastructure while maintaining relationships with vendors, service providers, and tenants. The ideal candidate has a strong technical background, excellent organizational skills, and experience in facilities management within a complex or high-traffic environment.
Key Responsibilities
Tenant Relations & Customer Service
- Serve as the primary point of contact for tenants regarding maintenance needs, facility concerns, and service issues.
- Manage and respond to tenant requests and inquiries in a timely, professional, and customer-focused manner.
- Maintain a high level of tenant satisfaction by ensuring clear communication, prompt issue resolution, and proactive follow-up.
- Track, prioritize, and document tenant requests to ensure consistent service delivery and accountability.
Facilities Oversight & Preventative Maintenance
- Maintain vendors contact information for all building services and maintenance providers.
- Supervise and oversee Maintenance and Building Team (including two FTE positions – Building Coordinator and Maintenance Manager)
- Develop and manage preventive maintenance schedules for all building systems.
- Ensure proper maintenance of all areas of the facility, including buildings, machinery, and common areas.
- Direct maintenance and operation of systems including HVAC, electrical, refrigeration, water, chillers etc.
- Procure materials, supplies, and parts; manage maintenance inventory.
- Plan, suggest, and oversee acquisition of equipment to improve production efficiency and return.
- Evaluate in-progress and completed work to ensure compliance with safety and quality standards.
Systems & Infrastructure
- Maintain locations and provide operational instructions for HVAC equipment, boilers, chillers, and condensers (includes 10 rooftop units at 30 tons and 7.5 tons), including supporting diagrams.
- Plan layout and recommend improvements to mechanical and electrical systems; oversee implementation.
- Manage contracts related to facilities and other projects.
- Facilitate uninterrupted service through strategic facilities operations planning.
Compliance, Documentation & Security
- Maintain security system records, including access to surveillance cameras and door entry systems.
- Ensure availability and accuracy of permit records and inspection reports.
- Organize and update fire department documentation, system testing logs, alarm monitoring protocols, and emergency response plans.
- Maintain insurance records related to facilities, including carrier, coverage details, and claims processes.
- Track city and state inspection documentation and compliance deadlines; ensure readiness for all inspections.
Requirements
- Superior leadership and team coordination abilities across departments and disciplines.
- Strong knowledge of OSHA and EPA regulations related to facilities and operations.
- Proficiency in understanding, operating, and troubleshooting building systems and machinery.
- Demonstrated ability to perform and interpret system performance checks and diagnostics.
- Excellent organization and attention to detail; ability to prioritize and delegate tasks effectively.
- Excellent customer service orientation with a commitment to responsive communication.
- Strong verbal and written communication skills; capable of drafting reports and SOPs.
Qualifications
- 5+ years of experience in facilities or property management.
- Certification in HVAC, building maintenance, or related discipline preferred.
- Experience managing capital improvement projects and vendor contracts.
Salary & Benefits
Working Conditions:
Flexible hybrid office environment (in office three days a week). Home base–English Foundation Building in downtown Indianapolis, plus additional space in Hamilton County Community.
What You Get:
- $90,000 plus generous benefits, including:
- Flexible, hybrid work arrangement - Work from home on Mondays and Fridays
- Homebase–Newly renovated office space conveniently located downtown, just steps from Mass Ave. as well as our Hamilton County Office, near Top Golf!
- An opportunity to do meaningful, results-driven work with a passionate, diverse team, supporting organizations that are committed to building and maintaining a strong, equitable and supportive culture for our team of changemakers.
Other Information
EQUAL OPPORTUNITY EMPLOYMENT:
Central Indiana Community Foundation, The Indianapolis Foundation, Hamilton County Community Foundation and Women’s Fund of Central Indiana are equal opportunity employers that seek to recruit persons of diverse backgrounds and to support their retention and advancement. We are committed to fostering a workplace culture where employees and applicants are to be provided a full and fair opportunity for employment, career advancement and access to programs without regard to their race, color, religion, national origin, disability (physical or mental), sex, age, sexual orientation, genetic information, veteran status or parental status.
Our mission is to build a community of opportunity no matter place, race, or identity.
How to Apply
Apply on the website.