US Properties and Facilities Manager

Job Profile

We are seeking a highly organized and proactive US Properties and Facilities Manager to oversee the maintenance, day-to-day operations, and overall management of all physical assets within the organization’s property portfolio and facility operations. This role involves effective management of all company-owned and leased properties, including facilities maintenance, capital improvements, space optimization, and adherence to safety and regulatory standards. This position involves overseeing both the day-to-day management of properties and the long-term planning for facility needs – including maintenance, space planning, property acquisitions, and capital improvement projects. This individual will be responsible for managing lease agreements, coordinating with on-site staff, overseeing facility maintenance and construction projects, and ensuring efficient procurement of office equipment, furnishings, and supplies. The ideal candidate is a strong negotiator, skilled project manager, and an effective communicator with the ability to manage multiple locations simultaneously. Additionally, this role will work closely with our ERP team and safety personnel to ensure employee safety and support business continuity planning.

Property Portfolio & Facility Operations Management

• Assist with overseeing the organization’s property portfolio, including leased, owned, and managed properties within the United States.
• Collaborate with senior leadership to develop and execute property strategies that align with the company’s goals and ensures operational efficiency.
• Identify opportunities for property acquisition, lease negotiations, and dispositions in line with business objectives.
• Assist in negotiations, manage, and oversee all agreements for all facilities and properties.
• Maintain lease records, track renewal dates, and ensure compliance with contractual obligations.
• Develop relationships with landlords, property managers, and leasing agents to ensure favorable terms.
• Manage the day-to-day operations and maintenance of facilities, ensuring they are clean, safe, and operational.
• Oversee the maintenance, repair, and upgrade of building systems, including HVAC, plumbing, electrical, and security.
• Oversee the administration and management of all aspects related to facilities, ground, vehicles, furniture, equipment, supplies, cleaning services, pest control, and related contract services.
• Assist with establishing and manage maintenance schedules, preventative maintenance programs, and emergency response protocols.
• Monitor energy use and environmental systems to optimize efficiency and reduce operational costs.

Budgeting and Financial Oversight

• Assist with developing and managing budgets for property and facilities operations, ensuring expenses remain within budget while optimizing resources.
• Monitor operating costs, track expenditures, and develop cost-saving initiatives for facilities and properties.
• Assist in purchasing and procurement of office equipment, furniture, and supplies across all sites as per Company Policies.
• Collaborate with senior leadership to oversee the financial aspects of property transactions (purchases, leases, sales).

Capital Projects and Property Improvements

• Assist with planning, coordinating, and managing capital improvements projects, including property renovations, expansions, and new construction.
• Ensure projects are completed on time, within scope, and on budget, while maintaining quality standards.
• Work with external contractors, architects, and vendors to ensure the successful execution of construction and improvement projects.
• Oversee space planning and reconfiguration of property layouts to meet the evolving needs of the organization.
• Health, Safety, and Compliance
• Ensure compliance with building codes, regulations, company policies,  and safety standards.
• Collaborate with the ERP team to ensure seamless integration of facility operations with enterprise systems.
• Work closely with safety teams to implement and maintain workplace safety protocols.
• Support business continuity planning by ensuring facilities are prepared for emergencies, disasters, and operational disruptions.
• Implement and maintain emergency preparedness procedures for all locations.
• Work with security teams to ensure access control and office security measures are in place.

Other duties as assigned.

Preferred Skills & Qualifications

Education

• Bachelor's degree in Facilities Management, Real Estate, Business Administration, or related field. 
• Certification in Facilities management (IFMA, BOMA, or similar) is a plus.

Experience

• Minimum of 3 years of experience in property and facilities management, with at least 2 years in a leadership role.
• Experience working in a multi-site office environment.
• Background in real estate, property management, or corporate facilities management.

Skills

• Proficiency in facilities management software, procurement systems building systems, and preventive maintenance programs.
• Excellent verbal and written communication skills, with the ability to interact with teams, vendors, and senior management.
• Ability to manage multiple tasks and projects with competing deadlines.
• Ability to manage budgets and financials efficiently.
• Strong project management skills.
• Strong organizational and problem-solving skills to handle issues effectively and efficiently.
• Proficiency in Microsoft Office Suite.
• Design expertise is a plus.

Working Conditions

• Full-time position with standard office hours.
• Occasional off-hours and weekend work may be required for emergency situations or scheduled maintenance. 
• Must be able to visit various properties and perform site inspections.
• Occasional lifting or physical tasks may be required.

Why choose Vista America? 

• Simple, Efficient, Reliable, Global: Developing a value-driven business culture is not only an imperative but also a strategic advantage. A culture grounded in core values guides ethical decision-making, unifies and engages employees, attracts top talent, drives innovation, enhances customer relationships, and strengthens organizational resilience. 
• Company Culture: Our culture revolves around problem-solving, teamwork, and industry innovation leadership. 
• No two days will be the same: Your career with Vista America will be dynamic, challenging, and exciting.  
• Operational Excellence and Innovation: Industry leader in private aviation with numerous career advancement opportunities. Certified™ Great Place to Work®, highlighting employee satisfaction and career development. 
• Commitment to Safety and Excellence: Wyvern Wingman® Certified, Vista America has a history of performance adhering to rigorous safety practices and continuously surpassing benchmarks.  
• State-of-the-Art Facilities: Over 4,000 aviation experts operating out of 35 offices globally, with modern, state-of-the-art maintenance facilities.  
• Luxury World Class Fleet: We are committed to the highest standards. Our fleet is comprised of highly sought after aircraft, provided with white-glove opulent service that is guided by an obsessive attention to detail and craftsmanship.   

The affiliated operating partners of Vista are equal employment opportunity employers. The affiliated operating partners of Vista do not discriminate against any applicant or employee based on race, color, religion, national origin, gender, age, sexual orientation, gender identity or expression, marital status, mental or physical disability, and genetic information, or any other basis protected by applicable law. The affiliated operating partners of Vista also prohibit harassment of applicants or employees based on any of these protected categories. compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.