Project Manager, Facilities

Why Your Role Matters 

The Project Manager of Facilities supports the articulation, execution, measurement, and continuous improvement of the association’s Facilities projects while engaging with department leaders, people-managers, and team members across the Association. The project manager will ensure timely project deliverables are met and in alignment with Association-wide strategic goals and priorities and Facility Management unit core responsibilities. 

The Facilities Project Manager manages highly complex project plans that require supporting the work of other teams, with some authority on actions and decisions. Projects may require detailed planning with teams across departments and locations. Duties involve efforts specifically designed to meet strategic goals across the Association, support association-wide Operations practices, implement frameworks and systems across centers, and support the implementation of projects across all facets of the organization. 

How You Make an Impact

Project Management

• Manage assigned facilities projects that support employee safety, comfort, and organizational image.
• Develop and execute comprehensive project plans, including schedules, budgets, milestones, resource allocation, and documentation.
• Monitor project progress, identify risks, develop mitigation and contingency plans, and communicate status updates to stakeholders.
• Manage project budgets and ensure projects are delivered on time, within scope, and within budget.
• Coordinate and oversee project vendors, including obtaining and evaluating quotes, monitoring performance, and ensuring timely project completion.
• Collaborate with senior leadership and cross-functional teams to drive project execution and resolve issues.

Change Management & Operational Support

• Lead and support change management initiatives related to facilities projects.
• Partner with department leaders to coordinate project activities, delegate responsibilities, and facilitate successful implementation.
• Maintain project documentation, knowledge management resources, and standardized processes to support continuous improvement.
• Promote best practices through reporting, benchmarking, and process evaluation.

Reporting & Administration

• Generate, analyze, and maintain project data, dashboards, and reports to support decision-making.
• Develop action plans based on project performance, team evaluations, and operational needs.
• Prepare weekly, monthly, and quarterly reports, presentations, and other internal and external communications.
• Organize meetings, including scheduling, agendas, reminders, catering, and recording meeting minutes.
• Create and maintain electronic and physical filing systems to ensure accurate recordkeeping.

Financial & Vendor Administration

• Generate purchase orders for projects and operational needs.
• Manage vendor invoices to ensure timely approval and payment.
• Provide bill payment support for all Centers.
• Monitor project expenditures and support budget tracking and financial reporting.

Executive & Department Support

• Support coordinating stakeholder meetings, operational meetings, and project communications.
• Perform other administrative, operational, and project-related duties as assigned. 

What You Bring to the Y

• A bachelor’s degree or equivalent experience
• Minimum 5 years of professional work experience including at least 2 years of project management, organizational change initiatives, and/or equivalent work experience in the fields of Facilities Management, Project Management, or similar field.
• Experience in Microsoft 365 preferred.
• Auto CAD experience preferred.
• Microsoft Project experience preferred.
• PMP certification is a plus.
• You Drive an Engaged Team to Results – You help team members prioritize work to meet ambitious goals. You can foresee and mitigate challenges. You create a climate where teams are motivated to do their best work and help the Y achieve its objectives. You can consistently lead a project to results, even under tough circumstances
• You’re Organized & Productive – You are a master at planning projects and timelines and impart those organizational needs on others to drive results
• You Cultivate Innovation – You are adept at creating new and better ways for the organization to be successful
• You’re an Exceptional Communicator – You’re an expert at developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
• You Ensure Accountability – You hold yourself and others accountable to meet commitments
• You Posses Organizational Savvy – You know how to maneuver comfortably through complex policy, process, and people-related organizational dynamics

Physical Requirements

This position requires the ability to sit, stand, walk, and use a computer for extended periods. The employee must be able to move throughout office buildings, Association facilities, and project sites, including occasionally climbing stairs and navigating active construction or maintenance areas while adhering to all safety protocols. The role also requires the ability to occasionally lift and carry up to 25 pounds, as well as bend, reach, and stoop as needed to inspect project areas or retrieve materials. The employee must be able to communicate effectively in person, by telephone, and through virtual meeting platforms, and have sufficient visual acuity to review documents, plans, and computer screens. Occasional travel between Association locations, vendor sites, and project locations may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.