Facilities Manager

Description The Facilities Manager ensures a safe, clean, healthy, welcoming, and fully functional learning environment. This role oversees building operations, maintenance, repairs, cleanliness, safety, grounds, and facility systems to support daily instruction and school events.

Working collaboratively with the Operations Team, custodial personnel, and external vendors, the Facilities Manager proactively addresses facility needs, maintains high standards, and ensures the school is prepared for daily operations and emergencies while supporting Namaste’s mission of helping every child thrive.

Requirements

1. Building Operations and Maintenance

• Oversee the daily operation, maintenance, and upkeep of the school building, grounds, classrooms, offices, restrooms, common areas, gymnasium, playgrounds, and other designated spaces.
• Conduct routine building inspections to identify maintenance needs, safety hazards, cleanliness concerns, and opportunities for improvement.
• Perform basic repairs and maintenance when appropriate, including minor plumbing, painting, furniture repairs, door hardware, and general building upkeep.
• Monitor heating, ventilation, air conditioning (HVAC), lighting, electrical systems, plumbing, and other building systems; coordinate specialized repairs with qualified contractors.
• Maintain an organized system for receiving, prioritizing, tracking, and closing maintenance requests.
• Ensure classrooms and shared spaces are properly set up and ready for instruction and school activities.
• Coordinate preventive maintenance to reduce disruptions, extend the life of school equipment, and prevent costly repairs.
• Maintain an inventory of maintenance supplies, tools, equipment, and other facilities-related materials.

2. Safety, Security, and Compliance

• Maintain a safe physical environment for students, staff, families, and visitors.
• Conduct regular safety inspections and promptly address hazards, including damaged equipment, trip hazards, leaks, blocked exits, and unsafe building conditions.
• Support compliance with applicable Chicago Public Schools (CPS), Illinois State Board of Education (ISBE), Chicago building and fire code, health and sanitation requirements, and other applicable regulations.
• Coordinate required inspections, testing, maintenance, and documentation related to fire safety, emergency systems, building systems, and other regulated equipment.
• Ensure emergency exits, hallways, stairwells, fire extinguishers, and designated evacuation routes remain accessible and unobstructed.
• Report urgent safety concerns to school leadership immediately and take appropriate steps to secure affected areas.
• Maintain accurate records of inspections, maintenance activities, incidents, repairs, and compliance documentation.
• Coordinate with approved service providers and school leadership regarding building access, keys, alarms, and security systems.

3. Custodial Services and Building Cleanliness

• Oversee or coordinate custodial services to ensure the building meets established standards for cleanliness, sanitation, and presentation.
• Establish and monitor cleaning schedules for classrooms, restrooms, offices, hallways, common spaces, and other high-use areas.
• Conduct routine walkthroughs to assess cleanliness and identify areas requiring additional attention.
• Ensure appropriate procedures are followed for waste disposal, recycling, spill response, and sanitation.
• Monitor custodial supplies and ensure materials are stored safely and securely.
• Coordinate deep cleaning and building preparation during school breaks, summer months, and other non-instructional periods.
• Address urgent cleaning needs that may affect student health, safety, or the continuity of school operations.

4. Vendor and Contractor Management

• Coordinate with external vendors, contractors, maintenance providers, and service companies.
• Request estimates, schedule service appointments, monitor work completion, and communicate outstanding issues to school leadership.
• Verify that completed work meets the school's expectations for quality, timeliness, safety, and cost.
• Maintain accurate vendor records, service agreements, warranties, inspection reports, and maintenance documentation.
• Ensure vendors follow school sign-in procedures, building access protocols, and applicable safety requirements.
• Communicate recurring building issues and recommend long-term solutions rather than relying solely on temporary repairs.

5. Event Setup and School-Wide Support

• Prepare school spaces for staff meetings, family engagement activities, professional development, student celebrations, wellness events, athletics, and other school-wide functions.
• Coordinate furniture arrangements, tables, chairs, equipment, signage, and other facilities-related needs.
• Support the timely setup and breakdown of school events in collaboration with the Operations Team and event organizers.
• Ensure spaces are clean, safe, accessible, and restored to their expected condition following events.
• Respond to changing operational needs while minimizing disruption to instructional time.

6. Budget, Purchasing, and Resource Management

• Monitor facilities-related expenditures and assist with budget planning and purchasing.
• Obtain quotes and recommend cost-effective repairs, maintenance solutions, and equipment purchases.
• Maintain inventory and monitor supply levels to avoid shortages and unnecessary spending.
• Submit purchase requests, invoices, receipts, and supporting documentation in accordance with school procedures.
• Communicate anticipated major repairs, replacement needs, and capital improvement priorities to school leadership.

7. Communication and Collaboration

• Maintain consistent communication with the Operations Team and school leadership regarding building conditions, work orders, urgent needs, and project timelines.
• Provide timely updates on the status of maintenance requests and outstanding repairs.
• Collaborate with school staff to understand facilities needs and resolve concerns professionally.
• Demonstrate responsiveness, discretion, accountability, and a customer-service mindset when working with students, staff, families, and visitors.
• Escalate issues that require additional funding, specialized expertise, leadership approval, or immediate intervention.
• Contribute to a culture of shared responsibility, professionalism, and continuous improvement.

8. Additional Responsibilities

• Assist with seasonal facilities projects, summer maintenance, classroom transitions, and school-year preparation.
• Support snow removal, landscaping, playground upkeep, and other weather-related facilities needs as applicable.
• Monitor building conditions and recommend improvements that support student wellness, environmental sustainability, and effective use of school space.
• Perform other facilities-related duties as assigned by school leadership.

Required Qualifications

• High school diploma or equivalent.
• At least three years of experience in facilities maintenance, building operations, custodial supervision, property maintenance, or a related field.
• Demonstrated ability to identify and resolve routine building maintenance issues.
• Working knowledge of building systems, including HVAC, plumbing, electrical systems, lighting, doors, locks, and general repairs.
• Ability to conduct building inspections, prioritize work orders, and maintain accurate maintenance records.
• Strong organizational, time-management, communication, and problem-solving skills.
• Ability to work independently, manage competing priorities, and follow through on assigned responsibilities.
• Ability to safely use basic hand tools, maintenance equipment, and applicable personal protective equipment.
• Ability to communicate professionally and effectively with school personnel, vendors, contractors, and external partners.
• Ability to meet the physical requirements of the position, including standing, walking, climbing stairs, lifting and moving supplies or equipment, and performing routine maintenance tasks, with or without reasonable accommodation.
• Commitment to maintaining a safe, clean, inclusive, and student-centered school environment.

Preferred Qualifications

• Five+ years of experience in facilities management
• Experience working in an environment serving children.
• Experience coordinating custodial staff, contractors, preventive maintenance schedules, and building inspections.
• Familiarity with Chicago building requirements, CPS facilities procedures, fire safety requirements, and applicable Illinois regulations.
• Experience managing work orders, maintenance logs, facilities inventories, and vendor service agreements.
• Experience monitoring facilities budgets, obtaining vendor estimates, and coordinating purchasing.
• Relevant technical training, vocational education, or certifications in HVAC, electrical, plumbing, building maintenance, or facilities management.
• First Aid/CPR certification or willingness to obtain it, if required for assigned responsibilities.

Additional Employment Requirements

• Ability to follow school policies regarding student safety, confidentiality, professional conduct, and building access.
• Availability to respond to urgent facilities needs and occasional work outside regular school hours, including evenings, weekends, school breaks, or summer periods, as reasonably required.
• Valid driver's license