Office & Facilities Manager

Position Description

Title: Office & Facilities Manager

Hours: Full-Time

Department:  Talent & Culture

Classification: Non-Exempt

Reports to:  Vice President of Talent & Culture

Created On: 04/25

Pay Range: $33.00-$48.00 (hourly)

Location: Minneapolis, MN

Organizational Overview

The Minneapolis Foundation drives collective action to realize strong, vibrant communities. The Foundation cultivates generosity by taking action on the greatest civic, social, and economic needs—partnering with nonprofits, facilitating grantmaking, driving research and advocacy, and providing services to donors seeking to make a difference in their communities.

Our Approach to Talent & Culture

We strive to employ a team—especially leaders—who are culturally competent and reflect the makeup of the communities we serve. Overall, we cultivate a culture that is aligned with our core values. Our goal of fostering a culture of collaboration, excellence, and respect while ensuring accountability among all members of our organization is reflected in our talent acquisition and management strategies. 

Position Overview 

The Office and Facilities Manager serves as the first point of contact for guests, staff, and partners, playing a critical role in delivering a welcoming and professional experience. This role manages the daily operations of the office, ensures facility functionality, coordinates vendor services, and contributes to broader team and organizational initiatives. The successful candidate will demonstrate excellence in office administration, customer service, facilities oversight, and project coordination.

Key Responsibilities 

Office Management & Guest Experience 

• Provide a professional and hospitable environment by greeting visitors, managing guest sign-in procedures, and offering amenities such as beverages and transportation coordination. 
• Oversee the appearance, cleanliness, and functionality of reception areas, meeting rooms, common spaces, and kitchenettes. 
• Maintain beverage stations and ensure appliances are functioning; coordinate service repairs as needed. 
• Manage front desk operations including phone system coverage, call routing, and message delivery. 
• Handle incoming and outgoing mail, packages, and deliveries; maintain mail slots and shipping coordination. 
• Assist new hires with badging process and coordinate workspace setup. 
• Support onboarding and offboarding processes related to workspace. 
• Conducts tours for all new hires and guests.
• Manage inventory and replenishment of office and kitchen supplies, snacks, and beverages. 
• Collaborate with Executive Assistant team (A-team) members and Director of Events and Engagement for internal event support, room scheduling, and hospitality needs. 
• Create, maintain and train staff on standard operating procedures/process related to guest sign-in and space usage. 
• Document incoming donations and contributions in accordance with Finance department procedures.
• Track office management expenses: submit invoices and vendor payments. 

Facilities Management 

• Oversee day-to-day facility operations including maintenance, space planning, cleaning services, and workplace safety. 
• Liaise with building/property management, vendors, and service providers to ensure quality and compliance. 
• Maintain documentation and enforce compliance with building safety protocols including relevant training. 
• Promote environmentally responsible practices, including waste reduction and recycling programs. 
• Coordinate maintenance and upkeep of interior plants and exterior grounds, in partnership with vendors. 
• Support VP of IT and Internal Risk regarding disaster recovery, evacuation drills, and business continuity planning in coordination with Enterprise Risk Management. 
• Track and manage building maintenance schedules, inspections, and facility-related expenditures. 
• Formalize and maintain office and facility policies, procedures, and vendor relationships. 
• Provide operational support for satellite or affiliated buildings (e.g., Phillips 927) as needed. 

Qualifications for Success

• 5+ years of office management, client management, property management, business operation, executive assistant and/or facilities coordination experience; nonprofit or philanthropic experience a plus.
• Strong attention to details and problem-solving skills with the ability to manage multiple priorities.
• Excellent communication and interpersonal skills; service-oriented and team-focused.
• Well-developed/advanced technical skills with basic CRM system knowledge.
• Proficient in Microsoft Office Suite and comfortable learning new platforms (e.g., facility management software, room scheduling systems).
• Ability to work independently, take initiative, and respond flexibly to changing needs.
• Commitment to the mission and values of the organization.

Supervision Responsibilities

None

Working Conditions

Most of the work in this position is performed in a general office setting and the successful candidate must be able to work at a PC for extended periods of time. We are a hybrid organization. This role will require you to be in the office 4 days a week.

Encouragement Statement

At The Minneapolis Foundation, we believe that diverse experiences and perspectives are crucial to our success. We understand that not every candidate will meet every single qualification listed in the job description, and that is perfectly okay. We encourage you to apply if you’re excited about the opportunity and feel you can bring valuable skills and experiences to the role.

We value potential and a willingness to learn just as much as formal qualifications. If you’re passionate about nonprofits or this specific role and believe you can contribute to our team’s success, we want to hear from you. Don’t hesitate to apply and share how your unique background and abilities align with our needs. Join us in creating an inclusive and dynamic workplace where everyone’s talents are recognized and appreciated.