Facilities Ops Manager

Now is a great time to join our growing company! The Millennium Group (TMG) is an award-winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry.

Key Responsibilities:

• Plan and execute day-to-day operational and project activities within the Critical systems and Facilities areas with the accountability for successful completion of assigned deliverables to optimize safety, quality, cost, and efficiency
• Oversee day-to-day workplace operations, ensuring a seamless and efficient office
• Manage office layouts, space planning, and seating arrangements to optimize productivity and accommodate company growth.
• Collaborate with HR and leadership to enhance employee engagement through workplace initiatives and events.
• Develop and implement workplace policies and procedures to support company culture and values.
• Perform hands-on troubleshooting and repairs of building systems, including HVAC, plumbing, electrical, mechanical, and office equipment, to ensure optimal system function.
• Regularly inspect facilities to identify maintenance needs and address them proactively.
• Act as the first responder for maintenance issues, resolving problems directly or coordinating with external vendors for complex repairs.
• Develop and execute a preventive maintenance program to extend the life of equipment and infrastructure.
• Maintain an inventory of tools, spare parts, and supplies to facilitate timely repairs and maintenance.
• Lead facility upgrades and improvement projects with both technical expertise and project management skills.
• Serve as liaison between the business and its landlords.
• Participate in government agency safety and regulatory inspections. Assist in ensuring compliance with company policies and federal, State, and local regulations.
• Collaborate with IT and the Information Security Manager to develop and maintain an integrated security strategy for physical infrastructure.
• Own and emphasize implementation and maintenance of access control systems, including badge issuance and visitor management processes.
• Support IT and Cybersecurity in managing surveillance systems, alarm systems, and other security technologies.
• Conduct joint risk assessments with IT and Security to identify vulnerabilities and implement mitigation measures.
• Ensure alignment between physical security protocols and cybersecurity policies to protect company assets, personnel, and data.
• Participate in and support Business Continuity and Disaster Recovery Planning.
• Develop and manage the facilities and workplace operations budget, ensuring cost efficiency.
• Monitor and report on expenditures, identifying opportunities for cost savings.
• Oversee procurement for office supplies, equipment, and services.
• Negotiate contracts and maintain relationships with external vendors, including cleaning services, security, equipment suppliers and facility service providers.
• Oversee, manage, and personally evaluate vendors that meet service-level agreements and performance expectations.
• Lead efforts to improve energy efficiency, reduce waste, and promote sustainable workplace practices.
• Implement green initiatives to align with company values and environmental goals.
• Ensure compliance with Customer SLA parameters and Change Control activities, review and approve all system changes (set-points, thresholds, alarm points, etc.) that could impact customer operations
• Manage the department overhead and project costs. This will include capital expenditures and operational expenses
• Identifying and resolving complex problems where analysis of issues requires in-depth knowledge
• Identify opportunities and lead the implementation of changes to drive improvements
• Manage multiple projects on a cross-functional basis, including direct supervision of team members and contractors in collaboration with cross-functional teams
• Develop team members to increase business acumen and functional skills
• May perform other duties as assigned
• Use and interface directly with the Office Space software account manager; create and maintain complete, up-to-date inventories of employee assignments to specific work locations for all company locations.
• Project Manage work throughout the organization, including construction, vendor selection, portfolio analysis, and other projects as assigned by Team Leadership.
• Train and guide field office managers/coordinators to maintain local facilities data and floorplans, including seating, as well as asset management.
• Consider department and employee needs to create strategies and scenarios for moves, expansions, and re-locations of existing and proposed employees.
• Develop and run regular and ad-hoc reports from Office Space to assist in Real Estate decisions.
• Create and modify reports in Microsoft Excel to capture data from other departments, including Human Resources and Security.
• Assist in furniture selection and installation and manage orders within project timelines and budget.
• Respond to requests for drawings, inventories of space and people, and data on available space.
• Reconcile and approve monthly rent statements and building work orders.
• Manage vendor contracts for NYC sites and ensure SLAs are met.
• Review and approve all project and Systems invoices for payment.

Qualifications

• Bachelor's degree in Facilities Management, Engineering Technology, or a related field or equivalent technical experience.
• 5+ years in facilities management, workplace operations, or a related role.
• 2+ years of hands-on experience as an engineering technician or in a similar role, with the ability to troubleshoot and repair mechanical, electrical, and office systems.
• 2+ years of experience collaborating on physical security initiatives, especially in partnership with IT and security teams.
• Experience managing budgets, vendors, and cross-functional teams.
• Strong mechanical, electrical, and troubleshooting skills.
• Knowledge of physical security systems and protocols, including access control and surveillance.
• Excellent communication and interpersonal abilities.
• Familiarity with workplace technologies (e.g., space management software, security systems).
• Knowledge of safety regulations and compliance standards.

EDUCATION AND EXPERIENCE REQUIREMENTS:

Relevant 3rd level qualification (e.g. B.E. Building Services Engineer, Facilities management or equivalent). 2 - 5 years of mgt. Experience. Thorough, up-to-date knowledge of multiple disciplines is required.

Skills

• Good interpersonal & team skills
• Systematic, disciplined approach to work
• Excellent problem-solving, organizational, analytical, and critical thinking skills, including high discretion/judgment in decision making
• Extensive knowledge of a broad range of facilities' technical systems and processes within a broadcast studio operation, maintaining critical tech power, infrastructure and cooling systems.
• Familiarity with Building Management Systems.
• Proven successful project management leadership skills and overseeing the work of external contractors.
• Experience in building environmental/energy efficiency.
• Strong IT skills, including good working knowledge of MS Office (essential) and relevant facility management software, such as AutoCAD (preferred).
• Good Oral and written communications
• Results and customer-oriented

• Certification in Facilities Management (e.g., FMP, CFM, or IFMA).
• Certified Security Professional (e.g., CPP, PSP).
• Experience collaborating with IT and Cybersecurity teams on integrated security measures.
• Experience in sustainability and environmental initiatives