Office and Facilities Manager - AVIAN LLC

AVIAN is seeking an Office and Facilities Manager who will ensure the smooth daily operations of its headquarters office in Lexington Park, Maryland, maintaining a clean, safe, and welcoming environment for employees and visitors. This role combines building management, the coordination of office services, and supporting the life of the office by planning and supporting corporate leadership and team building events. As the "Manager of First Impressions," you will play a key role in creating a positive and professional atmosphere for all who enter the facility.

At AVIAN (pronounced *a-v-yin*) we believe in the extraordinary potential of every individual. As an employee owner at AVIAN, you will find that we have cultivated an employee-first mentality. By prioritizing talent over experience, we ensure that every hire we make is as unique as the position that they will be filling.

Here on our team, we embrace new challenges and focus on continuous learning which fosters growth mindsets in all our employee owners; whether you are joining the workforce for the very first time or if you’re a seasoned professionals who has their eyes set on retirement.

Our commitment to providing our customers and employees with an unmatched experience sets us apart. We believe that every team member has a stake in the success of AVIAN, and we strive to ensure that each member of our team knows that their contributions matter. You can be sure as an employee owner you will celebrate both your individual and our collective triumphs.

Taking care of each other is a cornerstone of the AVIAN philosophy. Being part of the AVIAN team means being part of a team that takes pride in being expansive in our community because our impact doesn’t stop in the workplace. We actively engage in community initiatives, empowering our employees to make a meaningful difference.

AVIAN - where creative, talented minds flourish, and where proactive, productive, proficient professionals feel valued.

Key Responsibilities:

Office Management:

• Serve as the primary point of contact for visitors, ensuring a professional and welcoming experience.
• Manage office operations and procedures, including maintaining contact lists, supplies, and building access equipment.
• Coordinate office policies with the HR department and ensure alignment with company procedures.
• Support the Executive Assistant with tasks related to leadership travel, event planning, reimbursements, and expense reports.
• Maintain the conference room calendar(s) and organize supplies for meetings and events.
• Partner with corporate HR and Communications for cross-functional tasks related to employee support and event planning, including onboarding and offboarding activities.

Facilities Management:

• Oversee the maintenance, cleanliness, and safety of the building, including daily inspections to ensure it is functioning properly.
• Supervise facility staff, including custodial teams, front office, and external contractors.
• Manage the upkeep of equipment and supplies to meet health and safety standards, conducting repairs or contracting maintenance when necessary.
• Handle emergency issues, troubleshoot problems, and work with the building owner on maintenance requests and resolutions.
• Conduct regular inspections of building structures and systems to determine necessary repairs or renovations.
• Maintain records of building access and security protocols, coordinating with the security service (ADT) as needed.
• Administer tasking and reporting for building owners and manage all vendor contracts and costs.
• Maintain an operating budget, tracking expenses for office and facility needs.

Event Planning & Employee Engagement:

• Support event planning and coordination of activities at the headquarters office, ensuring seamless execution of corporate events, meetings, and employee celebrations.
• Coordinate monthly employee birthday celebrations and other office-wide events to promote a vibrant office culture.
• Work closely with HR to onboard new employees, ensuring name badges and supplies are prepared in advance.
• Collaborate on event logistics, such as securing vendors, managing invitations, and organizing setup for office events.

Procurement & Vendor Management:

• Manage relationships with contractors for maintenance, janitorial, and other services, including interviewing and hiring as needed.
• Research materials and submit requests for quotes to vendors, ensuring the best pricing and service for building maintenance and office supplies.
• Submit all purchase documentation to Accounts Payable and maintain a thorough tracking system for expenditures.

An ideal candidate has:

• Strong office management skills
• Familiarity with facility management
• Proficient in Microsoft Office Suite
• Proficient in time management 
• Strong communication skills
• Minimum of 5 years working in an office environment
• Available to support working hours between 7:00 a.m. and 5 p.m. Monday through Friday and evening and weekend hours, as needed for special events
• Experience with coordinating vendor activities
• Experience supervising employees

The salary range for this position is: $55,000 - $70,000 (The offered rate will be based on the selected candidate’s knowledge, skills, abilities, and/or experience and in consideration of internal parity.)

At AVIAN, we offer a comprehensive benefits package designed to support your health, financial security, and overall well-being. Our health and wellness benefits include medical, dental, and vision coverage, along with telemedicine services and a TRICARE supplement for veterans. Financially, we provide flexible spending accounts (FSA), a 401(k) plan with company contributions, and an employee stock ownership plan (ESOP). Additional perks like wellness reimbursements and referral bonuses are also available.We believe that employee investment shouldn’t be a one-way street, so we offer benefits that normalize balancing mental wellness and family time with work responsibilities. From Flexible Time Off to Wellness Reimbursements we want all our team members to achieve the highest levels of life/work balance.

For insurance protection, we offer basic life insurance, accidental death and dismemberment (AD&D) coverage, disability benefits, and AFLAC supplemental insurance. In terms of life, work, and family, we provide flexible time off, paid sick leave, maternity and bonding leave, and military training leave. Tuition reimbursement and professional development opportunities are available to help you grow. We also offer pet insurance, identity protection, and life assistance programs. At AVIAN, we prioritize a balanced, supportive environment that allows you to thrive both personally and professionally.

AVIAN is a service-based organization. As an equal opportunity employer, our policy of business is to seek the most qualified candidate for each talent opportunity without regard to race, creed, color, sex, age, religious belief, marital status, national origin, ancestry, sexual preference, physical or mental handicap, lawful political affiliation or veteran’s status.