Facility Manager

Job Title: Facility Manager

Job Classification: Full-time weekly, Hourly, Non-Exempt Employee

Working Hours/Dates: Monday through Friday, generally 8-5:00 pm; occasional evenings and weekends supporting events

Compensation: $25-$28 per hour DOE

Start Date: ASAP

Job Location: Onsite/With Love’s Facility

Reports to: Manager

ABOUT - WITH LOVE OREGON

With Love is a 501c3 nonprofit organization whose mission is to help foster families change the lives of children ages 0-6 by providing resources that nurture dignity, hope, and community.

Our mission is possible thanks to a small staff and a large volunteer base.

At With Love, we recognize and value the racial, socio-economic, cultural, and developmental differences that shape both how children see themselves and how they are received by others. We are invested in expanding our cross-cultural knowledge and skills so that we can help build a more inclusive and equitable world. With Love is committed to supporting the unique needs of the diverse communities we serve through the goods we provide and the culturally responsive events we offer. We will continue listening and learning with love. We care deeply about making With Love a place where everyone feels seen, cherished, valued, and needed.

POSITION SUMMARY:

The Facility Manager is responsible for ensuring the smooth daily functions of our facility, managing inventory control, forcasting, overseeing the donation intake process, and facility safety and compliance. This role focuses on process improvement, optimizing stock flow, and maintaining logistics of major in-kind donations. The ideal candidate is highly organized, detail-oriented, and proactive in streamlining operations.

The Office Manager plays a key role in overseeing the flow of incoming and outgoing goods to ensure resource families receive essential support through our tangible goods program as well as through events that include giving of goods. This position is responsible for maintaining a safe, organized, and efficient office and facility space for staff, volunteers, and constituents at With Love.

As a primarily donation-based program operating out of a 6,500-square-foot facility, we rely on careful coordination of donated and purchased items to effectively distribute resources to families in need. As the demand for support continues to grow, this role is essential in implementing sustainable purchasing and inventory procurement and processes to support our team, volunteers, and overall program.

KEY RESPONSIBILITIES

Procurement & Inventory Management

• Manage office and tangible goods program inventory procurement, ensuring adequate stock levels and cost-effectiveness.
• Collaborate with the Manager to identify improvements to reduce waste in spending and best practices in non profit inventory management .
• Develop and maintain a purchase ordering system to streamline procurement and tracking, ensuring efficiency, transparency, and adaptability as we evaluate and refine the current pilot process.
• Maintain accurate records of purchases, budgets in inventory, and facility expenses.

Vendor & Community Partnerships

• Support Manager with stewardship of wholesale partners.
• Work collaboratively with the communications team to align donation appeals (tangible and financial) with current inventory needs.
• Track and report on in-kind donations, identifying trends and opportunities for growth.
• Oversee and respond to inquires regarding major in-kind donations with the support of Facility and Support specialist.
• Oversee inquiry response process for Drive hosts to support inventory needs of the organization; with support from program team.

Inventory & Stock Flow Optimization

• Streamline the tracking of outgoing goods to families and community partners for tax reporting and granting purposes.
• Streamline a process for tracking incoming donations with best practices, and time efficiency in mind.
• Oversee stock flow, ensuring timely movement of goods to families while maintaining appropriate inventory levels.
• Implement improved organization methods to minimize time spent managing inventory.
• Track inventory turnover and analyze data to support strategic decision-making.

Facility Management & Efficiency

• Ensure the expectations for an organized, clean, and well-maintained facility for daily operations is communicated to staff.
• Coordinate maintenance and repairs with landlord and vendors as needed.
• Oversee workspace setup, ensuring staff and volunteers have the necessary tools and resources to work efficiently and effectively with collaboration.
• Maintain safety and compliance standards within the facility ensuring staff and volunteers abide by organization's safety protocols.
• Identify opportunities in collaboration with the Manager to enhance operational efficiency within the facility.
• Identify and elevate areas where the organization can improve eco-friendly practices, reducing waste and utilizing opportunities to repair supplies and donated goods.
• Manage 1-2 support staff as budget allows.

QUALIFICATIONS & SKILLS

• 2 years of experience in office management, operations, or a related field.
• Strong organizational and problem-solving skills with the ability to optimize processes.
• Experience in procurement, vendor relations, or partnership management is a plus.
• Excellent communication and interpersonal skills to engage with vendors, donors, and team members.
• Experience in Inventory Management a plus.
• Must pass a criminal background check, a valid Oregon driver’s license, and a clean DMV record.

DESIRED EXPERIENCE | KNOWLEDGE | ABILITIES

• Excellent organizational and prioritization skills; ability to manage unpredictable workflow and flexibility to respond thoughtfully and timely.
• Strong communication skills, both oral and written.
• Proficient in Google Suite and Microsoft 365.
• Strong commitment to the mission and values of With Love and an authentic appreciation for diversity, equity, and inclusion.
• Ability to work collaboratively and help maintain a harmonious environment; communicate in a professional, constructive, and respectful manner.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• Work is performed at With Love’s Tigard facility in a shared office space as well as community and event locations.
• Work is performed both indoors and, on occasion, outdoors, rain or shine, onsite and offsite.
• This position is based in a dynamic, fast-paced nonprofit warehouse-type space and office environment.
• This position can be physically demanding during certain hours throughout the day.
• Ability to sustain extended periods of standing and walking, using ladders, etc.
• Ability to carry objects of 40 lbs., bend, stoop, kneel, crouch, push, and other moderate to strenuous activities.

BENEFITS

• 10 days of paid vacation per year, paid at your regular salary rate
• 40 hours of paid sick leave per year at your regular salary rate
• Health Insurance benefits included
• 12 paid holidays per year
• Employee Assistance Program at no employee cost
• $10K life insurance policy at no employee cost

Job Type: Full-time

Pay: $25.00 - $28.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Life insurance
• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $25 - $28