Office and Facilities Manager - Irving

POSITION PURPOSE · The Office & Facilities Manager is responsible for the efficient operation and onsite management of YPO's Dallas office. This role provides hands-on oversight of office facilities, services, vendors, and workspace logistics, while serving as the primary onsite ...

Job description

POSITION PURPOSE

The Office & Facilities Manager is responsible for the efficient operation and onsite management of YPO's Dallas office. This role provides hands-on oversight of office facilities, services, vendors, and workspace logistics, while serving as the primary onsite lead for day-to-day operations. Acting as a key link between facilities leadership and daily execution, the position ensures a clean, safe, well-organized, and welcoming environment for associates, members, and guests.

PRIMARY RESPONSIBILITIES

Office & Facilities Management

• Serve as the on-site lead for the Dallas office, ensuring smooth daily operations and a safe, functional, and hospitable workspace.

• Oversee office layout, workspace utilization, conference room readiness, and meeting space coordination.

• Act as primary liaison with the landlord and building management, addressing maintenance issues, repairs, and building compliance.

• Manage office security systems, access controls, and emergency procedures; serve as on-site point of contact during incidents.

• Conduct regular walkthroughs of the office to identify issues, anticipate needs, and ensure standards are maintained.

• Support development and implementation of tools or processes for space reservations and office utilization.

Vendor & Budget Oversight

• Manage facilities-related vendors including cleaning services, maintenance providers, security, utilities, and office services.

• Negotiate contracts, monitor vendor performance, and recommend changes to improve service quality or cost efficiency.

• Process and track facilities-related invoices, ensuring timely payment and coordination with Finance.

• Maintain accurate records for contracts, renewals, and service agreements.

• Identify opportunities for cost savings and operational efficiencies.

Team Leadership & Oversight

• Provide daily direction, oversight and coaching to onsite support staff and contractors.

• Set clear expectations, prioritize work, and ensure accountability for quality and timeliness.

• Manage coverage planning and act as escalation point for onsite issues.

• Influence and coordinate work with teams and vendors who may not directly report to this role.

Continuous Improvement & Assessment

• Assess current office operations, staffing models, and vendor usage; provide recommendations for improvements.

• Document processes and create structure where gaps exist.

• Support transition planning for evolving office needs and future growth.

Office Operations & Services

• Lead and operate reception and front-of-house, ensuring a professional and welcoming experience for visitors.

• Manage office supplies, kitchen inventory, merchandise storage, and equipment.

• Oversee mail, shipping, receiving, and asset handling, including laptops and other equipment, in partnership with IT and Events teams.

• Ideate and plan in-office gatherings that support connection and collaboration, helping create a welcoming and engaging office environment.

• Support onsite meetings, events, and team gatherings including setup, catering coordination, and breakdown.

• Serve as an on-site support partner for HR, IT, Finance, and Events as needed.

• Flex to support broader YPO operational and administrative needs as they arise, helping evolve the role in response to organizational priorities.

SKILLS

• Ability to work collaboratively in a multi-cultural organization.

• Ability to manage through influence and drive improvements without formal authority.

• Excellent interpersonal skills, including strong diplomacy skills with the ability to build meaningful relationships with all levels of associates, members and vendors. Adaptable, insightful, empathetic and reliable. Great sense of humor and humility.

• Able to maintain discretion and integrity of confidential information.

• Resourceful and able to work independently with initiative and good judgement. Effective time management, organization and prioritization skills with the ability to focus on varied projects simultaneously.

• Possess a distinct global mindset, sensitive to local and international customs and protocols.

• Able to identify problems, research alternatives, provide solutions and/or resolve issues in a timely manner. Anticipates member needs and delivers with clarity.

• Analytical thinker with ability influence and guide processes with appropriate approach and execution. Natural curiosity and desire to learn more; proficiency and interest in applying new technologies and tools.

• Excellent verbal and written communication skills, including proof reading, with a meticulous attention to detail. Adjusts communication style appropriately to the audience.

• Professional presence, appearance, and stature to interact easily with YPO members, C-level executives and high-profile corporate leaders.

• Comfortable working in a lightly populated office environment while maintaining engagement and standards.

EXPERIENCE/BACKGROUND

• 5 years of office management and/or facilities experience required, including at least 1 year of leadership experience.

• Experience managing vendors, contracts, contract negotiations, and facility-related budgets.

• Familiarity with building systems, vendors, and overall facilities operations.

• Experience adopting and applying new tools and technologies to support and optimize day-to-day operations.

• Strong organizational skills with the ability to assess priorities, manage timelines, and meet deadlines.

EDUCATION/TRAINING/CERTIFICATION

• Knowledge of domestic and international shipping procedures and regulations.

• Proficient in Microsoft Office systems.

• Proficient in Concur or similar expense or invoice management tools.

• Knowledge of copiers and postage equipment.

PHYSICAL REQUIREMENTS

• Ability to work in-office on a daily basis.

• Ability to lift 35 pounds, as needed.

• Willingness to respond to onsite emergencies when needed.

• Occasional evening or weekend work for events or urgent office needs.

POSITION EMPLOYMENT TERMS

This is a full-time, benefits-eligible position offered on an initial 12-month fixed term. As this is a newly established role, responsibilities and structure may evolve, and the position will be reviewed at the end of the term for potential renewal.

EOE

YPO is an Equal Opportunity Employer. YPO takes pride in supporting a diverse workforce and demonstrates this through its policies and practices. YPO does not discriminate in recruiting, hiring, training, promotion, or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.