Facilities Operations Manager
About Arc Institute
The Arc Institute is a new scientific institution conducting curiosity-driven basic science and technology development to understand and treat complex human diseases. Headquartered in Palo Alto, California, Arc is an independent research organization founded on the belief that many important research programs will be enabled by new institutional models. Arc operates in partnership with Stanford University, UCSF, and UC Berkeley.
While the prevailing university research model has yielded many tremendous successes, we believe in the importance of institutional experimentation as a way to make progress. These include:
- Technology: Biomedical research has become increasingly dependent on complex tooling. Arc Technology Centers develop, optimize and deploy rapidly advancing experimental and computational technologies in collaboration with Core Investigators.
- Support: Arc aims to provide first-class support—operationally, financially and scientifically—that will enable scientists to pursue long-term high risk, high reward research that can meaningfully advance progress in disease cures, including neurodegeneration, cancer, and immune dysfunction.
- Funding: Arc fully funds Core Investigators’ (PIs’) research groups, liberating scientists from the typical constraints of project-based external grants.
- Culture: We believe that culture matters enormously in science and that excellence is difficult to sustain. We aim to create a culture that is focused on scientific curiosity, a deep commitment to truth, broad ambition, and selfless collaboration.
Arc has scaled to nearly 300 people to date. With $650M+ in committed funding and a state of the art new lab facility in Palo Alto, Arc will continue to grow quickly to several hundred in the coming years.
About the position
The Facilities Operations Manager oversees daily operations and maintenance of building systems and workplace services at Arc Institute. This role requires strong technical expertise in building engineering systems combined with customer-focused service delivery, with a focus on maintaining laboratory and research environments. The manager will ensure reliable facility operations, coordinate maintenance activities, manage workplace amenities, and support the organization's scientific mission through effective facilities management.
About you
- Technical depth meets practical leadership: You have strong engineering fundamentals and hands-on experience with building systems, and you're equally skilled at managing teams, vendors, and complex projects.
- Adaptable communicator and collaborator: You navigate diverse stakeholder needs, from technical discussions with contractors to understanding what end-users actually need from their workspace.
- You're genuinely invested in how people experience their workspace. You understand that a well-maintained facility isn't just infrastructure—it directly enables our researchers to do their best work, and you take pride in making that possible.
In this position you will:
Operations & Maintenance Management
- Manage day-to-day operations of all building systems including HVAC, electrical, plumbing, and building automation systems
- Execute preventive maintenance programs and coordinate corrective maintenance activities
- Monitor and optimize building systems performance, with special attention to laboratory environmental conditions
- Respond to and resolve facility emergencies and system failures
- Maintain accurate records in CMMS and ensure documentation compliance
Workplace Services & Customer Support
- Serve as escalation point and overseer of contact for facility service requests and work order management
- Oversee and assist in planning of office moves, reconfigurations, and desk/workspace assignments
- Manage building amenities including break rooms, common areas, conference rooms, wellness rooms, and shower facilities
- Monitor and maintain high satisfaction levels with facility services and amenities
- Develop and track service level agreements (SLAs) for facility request response times
- Conduct regular walkthroughs to proactively identify facility needs and improvements
- Gather and act on occupant feedback regarding workplace environment and services
Laboratory & Research Support
- Ensure laboratory HVAC systems maintain required temperature, humidity, and pressure specifications
- Coordinate facility work around research schedules to minimize disruptions
- Support researchers and Laboratory Operations with facility-related needs and modifications
- Manage specialized systems including lab gases, vacuum, compressed air, and process cooling
- Monitor and respond to environmental alarms for critical research spaces
Vendor & Service Management
- Manage and oversee all facility service vendors including janitorial, landscaping, security, food/beverage service, and specialized maintenance contractors
- Conduct regular vendor performance reviews and quality audits
- Coordinate vendor schedules to minimize disruption to building occupants
- Negotiate service contracts and ensure service delivery meets standards
- Oversee technical vendors for moves, furniture installation, and office equipment
- Manage vendor compliance with safety and security requirements
Technical & Engineering Focus
- Troubleshoot complex building system issues and develop repair strategies
- Review and oversee implementation of equipment upgrade recommendations
- Collaborate with engineering consultants on system improvements
- Perform building system testing, balancing, and commissioning support
- Analyze building performance data and identify efficiency and stability opportunities
Team Coordination
- Supervise facilities technicians and workplace services staff
- Lead cross-functional support teams including janitorial, security, and administrative services
- Provide technical training and guidance to team members
- Coordinate with other departments for facility access and scheduling
- Build strong relationships with research teams and administrative staff
- Participate in on-call rotation for emergency response
Space & Amenities Management
- Manage kitchen and break room supplies, equipment, and vendor services
- Ensure cleanliness and functionality of all common areas and restrooms
- Coordinate furniture repairs, procurement, and ergonomic assessments as needed
- Support event setups and special facility arrangements
Budget & Project Support
- Monitor and track departmental expenses across facilities and workplace services
- Obtain quotes and manage purchase orders for repairs, supplies, and services
- Assist in developing annual budget recommendations for both technical and workplace services
- Support capital project planning and execution
- Identify and recommend cost-saving opportunities across all service areas
Requirements
- Bachelor's degree in Engineering (Mechanical, Electrical, or Facilities), or equivalent combination of technical training and experience
- 5-8 years of facilities management experience with strong building engineering focus
- 3+ years working experience with commercial HVAC, electrical, and plumbing systems
- 2+ years experience managing service vendors and contractors
- Strong troubleshooting and problem-solving skills
- Proficiency with building automation systems (BAS/BMS)
- Experience with CMMS and service ticketing systems
- Ability to read and interpret engineering drawings and specifications
Preferred Qualifications
- 2+ years experience in laboratory or research facility environments
- Experience managing workplace services in addition to building systems
- Familiarity with lab ventilation systems (VAV, constant volume, fume hoods)
- Experience with space planning and move management
- Knowledge of laboratory safety requirements and environmental regulations
- HVAC or electrical trade certification/license
- Experience with vendor management and contract negotiations
- Understanding of energy management and sustainability practices
- IFMA or similar facilities management certification
- Bi-lingual (English & Spanish)
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