Manager, Facilities
Athena US · Guatemala City
About Athena
At Athena, we empower possibility through transformative delegation. We pair exceptional Executive Assistants with driven clients and support both with world-class systems and AI-enabled tools. The result is greater leverage, more time, and meaningful impact.
We are on a mission to build the best delegation and agentic automation platform in the world—where Human + AI collaboration unlocks new levels of productivity and scale.
Position Overview
The Facilities Manager is responsible for leading the day-to-day operations of Facilities, Office Services, and Workplace Experience for assigned office locations. This role ensures that all workplaces are safe, compliant, operationally efficient, cost-effective, and designed to deliver an exceptional employee experience.
The Facilities Manager serves as the primary site leader for workplace operations and partners closely with Security, Housekeeping, IT, HR, Finance, Procurement, Legal and business leaders to support organizational growth, operational readiness, and employee engagement.
This position requires a proactive leader capable of balancing strategic planning with operational execution while continuously driving service excellence, workplace innovation, and cost efficiency.
Key Responsibilities
1. Facilities Operations Management (Hard Services)
Lead all aspects of daily facilities operations to ensure business continuity and uninterrupted workplace services. Responsibilities include:
Oversee daily building operations across assigned offices.
Ensure all building systems remain fully operational, including:
HVAC
Electrical systems
Lighting
Plumbing
Fire Protection Systems
Generator Set
UPS Systems
Elevators
CCTV
Access Control and Systems
Mechanical Equipment
Develop and execute Preventive Maintenance (PM) schedules with a 52 week calendar.
Ensure timely completion of Corrective Maintenance (CM).
Conduct routine facility inspections and operational audits.
Maintain facility appearance and housekeeping standards.
Ensure workplace readiness before business operations each day.
Monitor equipment lifecycle and replacement planning.
Maintain accurate facility documentation and maintenance records.
2. Office Services Management (Soft Services)
Provide seamless operational support that enables employees to perform efficiently and ensure all office services meet agreed service levels while maintaining exceptional customer service.
Reception Services
Visitor Management
Mailroom / Logistics / Courier Operations
Shipping & Receiving
Office Supplies
Pantry Operations
Cleaning Services
Waste Management
Workspace Reservations
Office Utilization
Storage Rooms
Office Assets Management
Parking Management
3. Workplace Experience
Champion a workplace culture that enhances employee satisfaction and productivity. Responsibilities include:
Working closely with the Concierge on the overall Workplace Experience
Develop workplace experience initiatives.
Oversee office engagement activities and office activations
Oversee wellness programs.
Improve collaboration spaces.
Enhance workplace aesthetics.
Implement hospitality-driven service standards.
Gather employee feedback through surveys.
Monitor workplace satisfaction metrics.
Improve employee touchpoints throughout the workplace journey such as :
Welcome experience
New hire readiness
Office celebrations
Community spaces
Collaboration zones
Employee appreciation activities
4. Health, Safety & Compliance
Ensure full compliance with all company policies and local regulatory requirements. Responsible for:
Occupational Health & Safety
Fire & Life Safety
Building Code Compliance
Environmental Compliance
Emergency Preparedness
Disaster Recovery Planning
Business Continuity Planning
Safety Inspections
Incident Investigations
Risk Assessments
Corrective Action Plans
Safety Training
Emergency Drills
Overall Local Government Permits and Licenses Coordination
Maintain all required and updated permits and certifications.
5. Vendor & Contractor Management
Manage third-party service providers to ensure quality service delivery. Oversee vendors including:
Security
Housekeeping
HVAC Contractors
General Contractors
Electrical Contractors
Plumbing Contractors
Pest Control
Landscaping
Generator Maintenance
Fire Protection Vendors
Elevator Maintenance
Office Supplies Vendors
Food & Pantry Vendors
Responsibilities include:
SLA management
KPI reviews
Quarterly Business Reviews
Vendor scorecards
Invoice validation
6. Financial & Budget Management
Ensure responsible financial management of facilities operations. Responsibilities include:
Develop annual operating budgets.
Forecast facility expenses.
Track monthly spend.
Approve invoices.
Monitor revolving funds.
Control operational expenditures.
Identify cost-saving opportunities.
Drive cost optimization initiatives.
Prepare financial reports.
Support annual planning cycles.
Manage costs related to:
Utilities
Rent
Maintenance
Repairs
Office Supplies
Pantry
Security
Cleaning
Employee Amenities
Office Events
7. Capital Projects & Workplace Development
Lead workplace improvement initiatives. Projects may include:
Office Build-outs
Renovations
Expansions
Office Refresh Programs
Workplace Modernization
Furniture Installation
Technology Upgrades (collaborative work with TAM)
Space Optimization
Energy Efficiency Projects
Responsible for:
Project planning
Budget management
Vendor coordination
Timeline management
Stakeholder communication
Quality assurance & Punchlisting
Project close-out
8. Space Planning & Occupancy Management
Optimize office utilization. Responsibilities include:
Seating strategy
Floor plan management
Occupancy and Utilization reporting
Capacity planning
Headcount forecasting
Department moves / transfers
Workspace allocation
Hybrid workplace support
Collaboration space optimization
9. Security Management
Managing Security team to ensure workplace safety and security.
Access Control
Access Badge Management
CCTV
Incident Response
Emergency Escalation
Security Audits
Physical Security Programs / Initiatives
10. Business Continuity
Ensure operational resilience. Responsible for:
Emergency response planning
Crisis management
Business continuity planning
Disaster recovery coordination
Incident command support
Facility recovery planning
11. Sustainability
Support company sustainability initiatives. Drive:
Waste reduction
Recycling
Energy conservation
Water conservation
Sustainable procurement
Green workplace initiatives
12. Reporting & Analytics
Develop data-driven reporting to support leadership decisions. Track and report:
Budget performance
Preventive Maintenance completion
Incident reports
Utility consumption
Cost per employee / trainee
Space utilization
Employee satisfaction
Vendor performance
SLA compliance
Workplace utilization
Facility downtime
Project status
Risk assessments
Provide monthly operational reports and executive dashboards with actionable insights.
13. Leadership & People Management
Lead and develop a high-performing Facilities and Office Services team. Responsibilities:
Team leadership and coaching
Performance management
Hiring and onboarding
Career development
Succession planning
Resource allocation
Cross-functional collaboration
Service culture development
Continuous improvement initiatives
Build a culture centered on accountability, customer service, innovation, collaboration, and operational excellence.
Core Competencies
Operational Excellence
Customer & Employee Experience
Strategic Thinking
Leadership & Coaching
Financial Acumen
Project Management
Vendor & Contract Management
Risk Management
Business Continuity
Workplace Hospitality
Data Analytics
Change Management
Continuous Improvement
Communication & Stakeholder Management
Decision Making
Problem Solving
Key Performance Indicators (KPIs)
Operational Excellence
98%+ preventive maintenance completion rate
95%+ SLA compliance
99% facility uptime
Average work order resolution within target timelines
Financial Performance
Budget variance within ±3%
Annual OPEX savings target achieved
Utility cost reduction
Cost per employee optimization
Workplace Experience
Employee workplace satisfaction score (e.g., >90%)
Workplace Net Promoter Score (NPS)
New hire workspace readiness at 100%
Successful delivery of engagement initiatives
Safety & Compliance
Zero major safety violations
100% regulatory compliance
Emergency drill completion
Incident closure within established SLAs
Projects & Continuous Improvement
100% of projects delivered on time and within budget
Completion of annual workplace improvement roadmap
Measurable gains in space utilization and service efficiency
Leadership
Team engagement and retention
Achievement of development goals
Cross-functional stakeholder satisfaction
High-performing vendor partnerships
Qualifications
Bachelor's degree in Facilities Management, Engineering, Business Administration, Hospitality Management, Architecture, or a related field.
5–8 years of progressive experience in facilities, office operations, workplace experience and office services, or property management.
At least 3 years of leadership experience managing teams and vendors.
Experience managing multi-site operations is preferred.
Strong knowledge of building systems, occupational safety, project management, budgeting, procurement, and vendor management.
Proficiency in Google Workspace, AI, Microsoft Office and workplace/facilities management systems (e.g., CAFM, CMMS, IWMS, BMS) is an advantage.