Job Information
Alliance Defending Freedom Facilities Manager in Scottsdale, Arizona
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.