Facilities Manager

Department: Equity, Culture, and Talent
Reports to: Vice President, Equity, Culture, and Talent
FLSA Status: Exempt
Location: Indianapolis, USA
All office-based staff spend a minimum of three working days per week at their local Lumina office. This role has a strong onsite presence due to operational and coordination needs and is often in the office four to five days per week.
Salary Range: $71,000- $88,000
Final pay is commensurate with experience.
Benefits: Include, but are not limited to, health insurance (medical, dental, and vision), 401(k), pension, vacation and sick time, paid leave, employer-paid group life, and long-term disability insurance. 

Purpose

The Facilities Manager (Manager) manages all facility-related functions related to the overall maintenance, security, and operational effectiveness of the Foundation’s office spaces in Indianapolis and Washington, D.C. The Manager ensures that Lumina’s physical structures adhere to health and safety standards and meet all regulatory compliance requirements. This role also provides training and guidelines for Lumina staff and vendors around practices that ensure a safe, efficient, and comfortable work environment for all employees and visitors.

The Manager partners with and assists the director of equity, culture, and talent in providing a seamless employee experience at Lumina. The role also liaises with the executive assistant/office manager and vice president for public policy and executive director of Lumina’s Washington, D.C., office to ensure consistency of safety and security standards and high-quality facilities supports for staff. The Manager is responsible and accountable for the success and effectiveness of assigned projects and teams.

At Lumina, how we approach the work is as important as what we accomplish. Candor, collaboration, and connection are the organization’s core values and everyone at Lumina strives to live these values through their words and actions.

The Role

Essential Functions

Landlord Liaison: Serves as the interface with property management to represent Lumina’s business needs and interests.

Facility Maintenance: Schedules routine maintenance (window cleaning, ice machine cleaning, carpets, etc.) Log maintenance requests with property management. Keeps storage areas organized and coordinates the donation of office items as needed. Maintains facility services procedures manual. Coordinates maintenance, repairs and refurbishing of facility and furnishings.

Contract Management: Manages vendor relationships to ensure delivery of quality services and products. Manages vendor contracts including, but not limited to, office supplies, furniture, coffee service, cleaning service, plant rental/maintenance agreements, express shipping accounts, courier service, copiers, all USPS accounts, logo printing, and parking garage agreement.

Administrative Onboarding: Ensures the set-up of nameplates, building badges, business cards, metallic name badges, and garage access for new employees. Updates employees in the Send Word Now database as needed.

General Services: Manages off-site storage facilities and handles requests for file extractions/deposits/destruction. Manages postage stamps and the petty cash fund. Oversees incoming and outgoing mail processes, including USPS and express shipping. Coordinates general deliveries and distribution to the appropriate individuals. Keeps kitchenettes and refrigerators organized and stocked. Develops, publishes and maintains the emergency exit plan. Manages the copy center.

Ergonomic Program: Primary contact on all ergonomic issues. Schedules evaluations, reviews ergonomic reports, follow through on recommendations and follows up periodically to ensure interventions are working.

Safety Management/Disaster Recovery: Manages the video surveillance systems ensuring the system is always functioning properly. Develops and coordinate roles and responsibilities, systems and training for overall workplace safety and security practices. Publishes and maintains the emergency exit plan. Educates staff on safety-related issues. Assists in developing, maintaining, and testing the Document Retention Policy and Disaster Recovery Plan. Oversees the Safety Captain Team including coordinating certification training for First Aid/AED.

Space Management: Plans and coordinates office moves for staff and maintains updated floor plans. Assists in the planning and execution of space upgrades and renovation projects. Manages the building access badging systems (Butterfly MX Visitor Management System) ensuring access settings are accurate at all times. Point of Contact for external use of Lumina’s Convening Center.

Other: Reviews and processes payments for all Facility vendor accounts. Manages the company’s main voicemailbox and forwards messages to the appropriate area/employee. Responsible for ordering general office supplies and approving orders for employees.

Formal Education or Equivalent

Associate degree or demonstrated competency in a related content area.

Relevant Experience

At least 5 years’ experience overseeing facilities or office services role.

Skills, Competencies, and Characteristics

Proficient in all Microsoft applications.
Problem-solving and analytical skills exercised with good judgment; ability to present issues and solutions clearly and concisely.
Interpersonal and customer relations skills among staff, vendors, and contractors, displaying confidence, diplomacy, tact, and professionalism.
Strong collaboration with colleagues within the ECT department and in other partnering departments (e.g., Legal, Finance & Investment).
Communication skills, including grammar, spelling, and writing capabilities.
Critical thinker with the ability to provide real-time analysis and solutions.
Strong organizational skills including attention to detail.
Ability to multitask, set priorities, triage work, and meet deadlines.
Ability to maintain confidentiality and handle critical and sensitive information.
Ability to be a contributing part of an organizational culture that embraces teamwork and collaboration.
Ability to use technology effectively.
Exercise sound judgment in handling sensitive or confidential information.

Work environment and physical demands

Work is performed in an office environment, mostly sedentary.
Extensive use of various forms of technology.
Travel infrequently may include overnight stays.

This description is a summary of the typical job functions, not an exhaustive list of all possible responsibilities, and may be subject to change at any time due to reasonable accommodation or other reasons.

Application

All inquiries and application materials should be submitted to careers@luminafoundation.org. Qualified candidates will be contacted directly.

About Lumina Foundation

Lumina Foundation is an independent, private foundation in Indianapolis committed to making opportunities for learning beyond high school available to all. We envision a system that is easy to navigate, delivers fair results, and meets the nation’s need for talent through a broad range of credentials. Our goal is to prepare people for informed citizenship and for success in a global economy. Lumina is among the nation’s largest private foundations, with an endowment exceeding $1.6 billion and offices in Indianapolis and Washington, D.C. Lumina has a passionate and committed staff who value candor, collaboration, and connection. Learn more about our core values.