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Arc Institute · 5 days ago

Facilities Operations Manager

Palo Alto, CA

Full-time

Onsite

Mid, Senior Level

$101K/yr - $125K/yr

5+ years exp

Arc Institute is a new scientific institution focused on basic science and technology development for understanding and treating complex human diseases. The Facilities Operations Manager oversees daily operations and maintenance of building systems, ensuring reliable facility operations while supporting the organization's scientific mission through effective facilities management.

BiotechnologyNon ProfitTraining

Responsibilities

Manage day-to-day operations of all building systems including HVAC, electrical, plumbing, and building automation systems

Execute preventive maintenance programs and coordinate corrective maintenance activities

Monitor and optimize building systems performance, with special attention to laboratory environmental conditions

Respond to and resolve facility emergencies and system failures

Maintain accurate records in CMMS and ensure documentation compliance

Serve as escalation point and overseer of contact for facility service requests and work order management

Oversee and assist in planning of office moves, reconfigurations, and desk/workspace assignments

Manage building amenities including break rooms, common areas, conference rooms, wellness rooms, and shower facilities

Monitor and maintain high satisfaction levels with facility services and amenities

Develop and track service level agreements (SLAs) for facility request response times

Conduct regular walkthroughs to proactively identify facility needs and improvements

Gather and act on occupant feedback regarding workplace environment and services

Ensure laboratory HVAC systems maintain required temperature, humidity, and pressure specifications

Coordinate facility work around research schedules to minimize disruptions

Support researchers and Laboratory Operations with facility-related needs and modifications

Manage specialized systems including lab gases, vacuum, compressed air, and process cooling

Monitor and respond to environmental alarms for critical research spaces

Manage and oversee all facility service vendors including janitorial, landscaping, security, food/beverage service, and specialized maintenance contractors

Conduct regular vendor performance reviews and quality audits

Coordinate vendor schedules to minimize disruption to building occupants

Negotiate service contracts and ensure service delivery meets standards

Oversee technical vendors for moves, furniture installation, and office equipment

Manage vendor compliance with safety and security requirements

Troubleshoot complex building system issues and develop repair strategies

Review and oversee implementation of equipment upgrade recommendations

Collaborate with engineering consultants on system improvements

Perform building system testing, balancing, and commissioning support

Analyze building performance data and identify efficiency and stability opportunities

Supervise facilities technicians and workplace services staff

Lead cross-functional support teams including janitorial, security, and administrative services

Provide technical training and guidance to team members

Coordinate with other departments for facility access and scheduling

Build strong relationships with research teams and administrative staff

Participate in on-call rotation for emergency response

Manage kitchen and break room supplies, equipment, and vendor services

Ensure cleanliness and functionality of all common areas and restrooms

Coordinate furniture repairs, procurement, and ergonomic assessments as needed

Support event setups and special facility arrangements

Monitor and track departmental expenses across facilities and workplace services

Obtain quotes and manage purchase orders for repairs, supplies, and services

Assist in developing annual budget recommendations for both technical and workplace services

Support capital project planning and execution

Identify and recommend cost-saving opportunities across all service areas

Qualification

Facilities managementBuilding engineering systemsHVAC systemsVendor managementBuilding automation systemsCMMS experienceBilingual (English & Spanish)Problem-solving skillsCommunication skillsTeam leadership