Manager of Facilities & Workplace Operations

TOGETHER, WE ARE DEFENDERS OF POTENTIAL: In a world of causes, we make a difference by creating professionally supported, one-to-one Matches for kids and teens who want to realize their full potential.  Over 1,000 Matches (Bigs & Littles) are building life-changing friendships in Kansas City through the power of one-to-one mentoring. Research proves that children enrolled in the program receive better grades, are more likely to graduate high school, and have improved relationships with family and friends.  For more information on the BBBSKC program, visit bbbskc.org.
 
Big Brothers Big Sisters is over 100 years old and operates in all 50 states and in 12 countries across the world.  Big Brothers Big Sisters Kansas City (BBBSKC) has been recognized as a leader in the non-profit industry and in the national BBBS network, winning the National Large Agency of the Year Award four times and the Quality Award every year since 2015. Other recognition includes NAIA Company of Character, Non-Profit Times Best Non-Profit to Work for in America, Independent Magazine’s Best Non-Profit Events, NP Connect’s Marketing Awards, Hispanic Chamber Organization of the Year award.
 
Located in the heart of Kansas City, MO, BBBSKC is headquartered in the Crossroads in a state-of-the-art facility that offers ultimate visibility, access, collaboration workspaces, one of the best views in the city from our rooftop deck and the ability to host hundreds of people each week at one of our events, Match activities or trainings in our theater or event space. 
 
In addition to being a top-notch place to come to work, the culture inside the office is unmatched.  BBBSKC lives by core value statements, an open-door leadership policy, a generous paid time off plan, excellent benefits, competitive salary, extraordinary parental leave, a commitment to diversity, equity and inclusion, a work hard/play hard mentality that leads to regular employee appreciation events and team bonding opportunities.
 
When staff are asked their favorite part about working for BBBSKC though, most of the time it comes back to the mission. Each employee knows how their role is impacting others in our community, and they personally are helping defend potential for kids in Kansas City and that is empowering and rewarding for all our team members.
 
 
POSITION SUMMARY
The Manager of Facilities & Workplace Operations is responsible for ensuring BBBSKC's physical work environment is safe, welcoming, functional, and well-maintained. This position oversees the day-to-day operations of BBBSKC facilities, workplace systems, vendors, and office operations while creating a positive experience for staff, volunteers, donors, and visitors.  
 
Reporting to the Chief Operating Officer, this full-time, non-exempt role serves as the primary point of contact for all facility-related and staff needs, as well as workplace operations across two BBBSKC office locations (1701 Walnut St. & 1709 Walnut St.). The ideal candidate is a highly organized self-starter, who is solutions-oriented, flexible, and enjoys delivering excellent customer service to internal and external stakeholders.  
 
WHAT YOU’LL OWN
FACILITIES MANAGEMENT

• Serve as the primary contact for facility operations across the BBBSKC campus which includes two office buildings and an outdoor event space.  

• Coordinate building maintenance, repairs, and preventative maintenance schedules. 

• Manage vendor relationships including janitorial, HVAC, plumbing, electrical, security, IT, waste management, and many other service providers. 

• Monitor building systems and coordinate timely resolution of all facility issues. 

• Ensure offices remain clean, organized, stocked, and welcoming for staff and visitors. 

• Manage budgets for facilities, office supply and all vendor leases.  

• Serve as the liaison between BBBKC and a third-party company that manages our event spaces on nights and weekends, ensuring accurate scheduling and thorough logistics coordination.

• Oversee office furniture, staff home office equipment, technology, fixtures, equipment, and workspace organization. 

• Coordinate employee workstation setup, office moves, and workspace reconfigurations as needed. 

• Manage office supply inventory and purchasing in coordination with the Operations Coordinator.  

• Maintain organized storage systems and inventory management practices. 

• Support staff with meeting logistics, room setups, AV/IT needs and workplace functionality. 

• Create and implement an agency wide system to ensure clean, organized, welcoming environment. 

• Work with the agency’s IT vendor to manage the daily and future needs of staff. 

• Oversee all building usage, special event bookings and room rental schedules to ensure successful meetings and events for staff, board and supporters.  

• Manage parking vendors and all parking needs for both staff and special events.

• Manage office security vendor as well as systems including alarms, cameras, access control, and key management. 

• Coordinate building safety procedures and emergency preparedness efforts. 

• Maintain inventories of office equipment, furniture, technology and workplace assets. 

• Assist with permits, insurance claims and facility-related documentation as needed. 

• Develop and maintain strong vendor relationships. 

• Obtain quotes and coordinate vendor selection for facility needs. 

• Monitor facility-related expenses and assist with budget management. 

• Review invoices and ensure timely processing of facility-related expenses. 

• Identify opportunities to improve efficiency and reduce operational costs. 

• Help create a positive and welcoming workplace environment for both staff and visitors.  

• Support agency meetings, events and board meeting logistics as needed. 

• Provide facility tours for guests, partners, donors, and community members as needed. 

• Work alongside the COO and Operations Coordinator positions to provide guidance on daily office operations. 

• Support required agency events/fundraisers as needed.  

• Serve as an operational support resource, helping coordinate logistics, troubleshoot issues, and ensure agency events occurring both on and off campus run smoothly. 

• Support the overall success of the organization by performing additional duties as assigned.  

• Job responsibilities may evolve over time, and this job description is not intended to encompass every task or duty that may be required. 

• 2-3+ years of experience in facilities management, office operations, property management, hospitality operations, school operations, or related fields. 

• Strong organizational and project coordination skills. 

• Experience managing vendors, contracts and service providers. 

• Strong communication and customer service skills. 

• Ability to manage multiple priorities and solve problems independently. 

• Proficiency with Microsoft Office and common workplace technology. 

• Experience supporting workplace technology, AV, office equipment, and workplace systems. 

• Experience working with a team and providing great customer service.  

• Experience managing budgets, contracts and operational expenses. 

• Bachelor's degree or equivalent combination of education and experience.