Facilities Manager

Institution: The Black Archives History and Research Foundation of South Florida, Inc.
Location: Miami, FL
Salary: Commensurate with experience (Full-Time/Benefits Eligible)
Reports To: Archive Manager

I. Position Summary

The Facilities Manager is a senior, hands-on role responsible for the overall care, safety, functionality, and long-term planning of The Black Archives’ three historic properties. This position will:

Lead a full facilities maintenance and oversight for The Black Archives’ three historic sites
Implement a preventative maintenance program and Standard Operating Procedures (SOPs) across all sites
Manage technical and building upgrades to ensure the facilities are professional, safe, and rental-ready
Serve as primary point of contact for emergencies and after-hours issues (on call 24/7)

The ideal candidate is a mission-aligned professional with experience managing historic buildings and/or performance venues, who can move comfortably between strategic planning, contractor management, and hands-on problem solving.

II. Key Responsibilities

Strategic Facilities Planning & Assessment

Conduct a comprehensive facilities assessment of the Lyric Theater, D.A. Dorsey House, and Dr. Samuel H. Johnson X-Ray Clinic.
Develop a 24–36 month capital and maintenance plan, with prioritized needs, timelines, and budget ranges.
Provide regular status reports to the President & CEO, and contribute facilities data to board and funder reports.

Preventative Maintenance & SOPs

Design and implement a preventative maintenance program for all three properties (HVAC, roofing, life-safety systems, plumbing, lighting, etc.).
Create and maintain written SOPs for:

o Work order intake, tracking, and completion
o Emergency protocols and escalation pathways
o Vendor management, access control, and site rules

Establish and manage a basic maintenance calendar and/or Computerized Maintenance Management System (CMMS), if implemented.

Oversight of Technical & Building Upgrades

Lead planning and implementation of theater technical replacements and upgrades, including lighting, audio, rigging, and related systems.
Coordinate building systems and life-safety work, such as:

o Fire alarms, sprinklers, exiting and egress
o HVAC performance and indoor environmental conditions
o Building envelope issues affecting water intrusion or climate control

Work closely with architects, engineers, and specialized consultants as needed; obtain and manage permits, inspections, and code compliance.
Ensure upgrades support rental readiness and revenue generation, minimizing downtime and disruptions to programs.

Day-to-Day Operations & Vendor Management

Serve as primary point of contact for all facilities-related vendors and contractors (maintenance, custodial, security system providers, etc.).
Solicit bids and proposals, review scopes of work, and make recommendations to leadership.
Monitor contract performance, quality, and safety; verify that work is completed on time and within budget.
Coordinate with internal staff (security, reception/housekeeping, archive manager, programming staff) to ensure facilities support events, rentals, tours, and public programs.

Safety, Security & Risk Management

Partner with security staff to maintain basic security protocols for events, rentals, and daily operations.
Develop and help implement emergency response plans related to facilities (e.g., severe weather, power outages, water leaks, vandalism).
Maintain incident logs and assist in resolving or mitigating recurring issues.
Support environmental and physical protections for collections and artworks in collaboration with the Archive Manager and external conservators.

Budgeting, Reporting & Accountability

Assist the President & CEO with annual facilities and capital budgeting.
Track expenditures against project and operating budgets; flag variances and emerging needs.
Document progress on major projects and prepare concise written updates for grant reports and board materials.

On-Call & After-Hours Response

Serve as the primary on-call contact 24/7 for facilities-related emergencies, with the ability to triage issues and either respond directly or dispatch vendors/contractors.
Maintain reliable availability by phone and, when necessary, in person to stabilize issues and protect buildings, equipment, and collections.

III. Qualifications

REQUIRED

Minimum 5–7 years of progressively responsible experience in facilities management, building operations, or a closely related field.
Direct experience with at least one of the following:

Historic properties
Theaters/performance venues
Museums, archives, or cultural institutions

Demonstrated ability to:
- Conduct or coordinate facility assessments and develop multi-year maintenance plans
- Implement preventative maintenance systems and standard operating procedures
- Manage multiple contractors and vendors simultaneously
Working knowledge of:
- Building systems (HVAC, electrical, plumbing, life safety, roofing, envelope)
- Relevant codes and regulations (fire/life safety, ADA, local building codes)
Strong organizational and project management skills; ability to plan, prioritize, and execute multiple projects on tight timelines.
Comfort working in a hands-on environment, including occasional light maintenance or troubleshooting.
Excellent communication skills—able to translate technical information into clear language for non-technical staff, leadership, and partners.
Willingness and ability to be on call 24/7 for facilities emergencies.

PREFERRED

Experience working in or with historically marginalized or culturally significant communities.
Familiarity with environmental needs for collections and artworks (temperature/humidity, storage best practices).
Experience with basic facilities management software or CMMS tools.
Bonded and insured professionals are strongly preferred (please indicate this status in your application).
Relevant certifications (e.g., Facilities Management, OSHA, building trades) are a plus.

WORKING CONDITIONS

Primarily on-site across three historic properties in and around Historic Overtown, Miami.
Requires regular walking, standing, climbing stairs, and occasional lifting of up to 40 lbs.
Some evening and weekend hours for events, rentals, and project work.
24/7 on-call responsibility for urgent facilities issues.

HOW TO APPLY

Please submit the following to kpritchett@bahlt.org with the subject line “Facilities Manager – [Your Name]”:

Resume detailing relevant experience
Cover letter describing your interest in the role, experience with historic/cultural facilities, and your approach to preventative maintenance and capital planning
(Optional) Brief note on any current bonded/insured status or professional certifications

Applications will be reviewed on a rolling basis until the position is filled.

ADDITIONAL INFORMATION

The Black Archives History & Research Foundation of South Florida, Inc. is committed to creating a diverse and inclusive environment and is an equal opportunity employer. The Black Archives prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, veteran status, genetics, disability status or any other characteristic protected by federal, state or local laws. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.