Manager, Facilities

About Athena

At Athena, we empower possibility through transformative delegation. We pair exceptional Executive Assistants with driven clients and support both with world-class systems and AI-enabled tools. The result is greater leverage, more time, and meaningful impact.

We are on a mission to build the best delegation and agentic automation platform in the world-where Human + AI collaboration unlocks new levels of productivity and scale.

Position Overview

The Facilities Manager is responsible for leading the day-to-day operations of Facilities, Office Services, and Workplace Experience for assigned office locations. This role ensures that all workplaces are safe, compliant, operationally efficient, cost-effective, and designed to deliver an exceptional employee experience.

The Facilities Manager serves as the primary site leader for workplace operations and partners closely with Security, Housekeeping, IT, HR, Finance, Procurement, Legal and business leaders to support organizational growth, operational readiness, and employee engagement.

This position requires a proactive leader capable of balancing strategic planning with operational execution while continuously driving service excellence, workplace innovation, and cost efficiency.

Key Responsibilities 1. Facilities Operations Management (Hard Services)

Lead all aspects of daily facilities operations to ensure business continuity and uninterrupted workplace services. Responsibilities include:

Oversee daily building operations across assigned offices.

Ensure all building systems remain fully operational, including:

HVAC

Electrical systems

Lighting

Plumbing

Fire Protection Systems

Generator Set

UPS Systems

Elevators

CCTV

Access Control and Systems

Mechanical Equipment

Develop and execute Preventive Maintenance (PM) schedules with a 52 week calendar.

Ensure timely completion of Corrective Maintenance (CM).

Conduct routine facility inspections and operational audits.

Maintain facility appearance and housekeeping standards.

Ensure workplace readiness before business operations each day.

Monitor equipment lifecycle and replacement planning.

Maintain accurate facility documentation and maintenance records.

2. Office Services Management (Soft Services)

Provide seamless operational support that enables employees to perform efficiently and ensure all office services meet agreed service levels while maintaining exceptional customer service.

Reception Services

Visitor Management

Mailroom / Logistics / Courier Operations

Shipping & Receiving

Office Supplies

Pantry Operations

Cleaning Services

Waste Management

Workspace Reservations

Office Utilization

Storage Rooms

Office Assets Management

Parking Management

3. Workplace Experience

Champion a workplace culture that enhances employee satisfaction and productivity. Responsibilities include:

Working closely with the Concierge on the overall Workplace Experience

Develop workplace experience initiatives.

Oversee office engagement activities and office activations

Oversee wellness programs.

Improve collaboration spaces.

Enhance workplace aesthetics.

Implement hospitality-driven service standards.

Gather employee feedback through surveys.

Monitor workplace satisfaction metrics.

Improve employee touchpoints throughout the workplace journey such as:

Welcome experience

New hire readiness

Office celebrations

Community spaces

Collaboration zones

Employee appreciation activities

4. Health, Safety & Compliance

Ensure full compliance with all company policies and local regulatory requirements. Responsible for:

Occupational Health & Safety

Fire & Life Safety

Building Code Compliance

Environmental Compliance

Emergency Preparedness

Disaster Recovery Planning

Business Continuity Planning

Safety Inspections

Incident Investigations

Risk Assessments

Corrective Action Plans

Safety Training

Emergency Drills

Overall Local Government Permits and Licenses Coordination

Maintain all required and updated permits and certifications.

5. Vendor & Contractor Management

Manage third-party service providers to ensure quality service delivery. Oversee vendors including:

Security

Housekeeping

HVAC Contractors

General Contractors

Electrical Contractors

Plumbing Contractors

Pest Control

Landscaping

Generator Maintenance

Fire Protection Vendors

Elevator Maintenance

Office Supplies Vendors

Food & Pantry Vendors

Responsibilities include:

SLA management

KPI reviews

Quarterly Business Reviews

Vendor scorecards

Invoice validation

6. Financial & Budget Management

Ensure responsible financial management of facilities operations. Responsibilities include:

Develop annual operating budgets.

Forecast facility expenses.

Track monthly spend.

Approve invoices.

Monitor revolving funds.

Control operational expenditures.

Identify cost-saving opportunities.

Drive cost optimization initiatives.

Prepare financial reports.

Support annual planning cycles.

Manage costs related to:

Utilities

Rent

Maintenance

Repairs

Office Supplies

Pantry

Security

Cleaning

Employee Amenities

Office Events

7. Capital Projects & Workplace Development

Lead workplace improvement initiatives. Projects may include:

Office Build-outs

Renovations

Expansions

Office Refresh Programs

Workplace Modernization

Furniture Installation

Technology Upgrades (collaborative work with TAM)

Space Optimization

Energy Efficiency Projects

Responsible for:

Project planning

Budget management

Vendor coordination

Timeline management

Stakeholder communication

Quality assurance & Punchlisting

Project close-out

8. Space Planning & Occupancy Management

Optimize office utilization. Responsibilities include:

Seating strategy

Floor plan management

Occupancy and Utilization reporting

Capacity planning

Headcount forecasting

Department moves / transfers

Workspace allocation

Hybrid workplace support

Collaboration space optimization

9. Security Management

Managing Security team to ensure workplace safety and security.

Access Control

Access Badge Management

CCTV

Incident Response

Emergency Escalation

Security Audits

Physical Security Programs / Initiatives

10. Business Continuity

Ensure operational resilience. Responsible for:

Emergency response planning

Crisis management

Business continuity planning

Disaster recovery coordination

Incident command support

Facility recovery planning

11. Sustainability

Support company sustainability initiatives. Drive:

Waste reduction

Recycling

Energy conservation

Water conservation

Sustainable procurement

Green workplace initiatives

12. Reporting & Analytics

Develop data-driven reporting to support leadership decisions. Track and report:

Budget performance

Preventive Maintenance completion

Incident reports

Utility consumption

Cost per employee / trainee

Space utilization

Employee satisfaction

Vendor performance

SLA compliance

Workplace utilization

Facility downtime

Project status

Risk assessments

Provide monthly operational reports and executive dashboards with actionable insights.

13. Leadership & People Management

Lead and develop a high-performing Facilities and Office Services team. Responsibilities:

Team leadership and coaching

Performance management

Hiring and onboarding

Career development

Succession planning

Resource allocation

Cross-functional collaboration

Service culture development

Continuous improvement initiatives

Build a culture centered on accountability, customer service, innovation, collaboration, and operational excellence.

Core Competencies Operational Excellence

Customer & Employee Experience

Strategic Thinking

Leadership & Coaching

Financial Acumen

Project Management

Vendor & Contract Management

Risk Management

Business Continuity

Workplace Hospitality

Data Analytics

Change Management

Continuous Improvement

Communication & Stakeholder Management

Decision Making

Problem Solving

Key Performance Indicators (KPIs) Operational Excellence

98%+ preventive maintenance completion rate

95%+ SLA compliance

99% facility uptime

Average work order resolution within target timelines

Financial Performance

Budget variance within ±3%

Annual OPEX savings target achieved

Utility cost reduction

Cost per employee optimization

Workplace Experience

Employee workplace satisfaction score (e.g., >90%)

Workplace Net Promoter Score (NPS)

New hire workspace readiness at 100%

Successful delivery of engagement initiatives

Safety & Compliance

Zero major safety violations

100% regulatory compliance

Emergency drill completion

Incident closure within established SLAs

Projects & Continuous Improvement

100% of projects delivered on time and within budget

Completion of annual workplace improvement roadmap

Measurable gains in space utilization and service efficiency

Leadership

Team engagement and retention

Achievement of development goals

Cross-functional stakeholder satisfaction

High-performing vendor partnerships

Qualifications Bachelor's degree in Facilities Management, Engineering, Business Administration, Hospitality Management, Architecture, or a related field.

5–8 years of progressive experience in facilities, office operations, workplace experience and office services, or property management.

At least 3 years of leadership experience managing teams and vendors.

Experience managing multi-site operations is preferred.

Strong knowledge of building systems, occupational safety, project management, budgeting, procurement, and vendor management.

Proficiency in Google Workspace, AI, Microsoft Office and workplace/facilities management systems (e.g., CAFM, CMMS, IWMS, BMS) is an advantage.