HAI Group
Position Overview
Facilities Operations Manager
ensures a safe, efficient, and well‑maintained environment for employees and visitors at the company’s facilities. Reporting to the CEO, this role oversees daily maintenance, custodial services, physical security, landscaping, and special projects. The manager ensures compliance with OSHA standards, coordinates internal and external resources, and manages maintenance contracts and budgets while addressing emergencies as needed. Essential Functions
Maintenance and Operations
Develop and implement short‑ and long‑term maintenance plans, including preventive and deferred maintenance strategies. Conduct and document routine inspections of all building systems and infrastructure to ensure optimal operation, safety, and cleanliness. Oversee the maintenance and safe operation of systems and equipment (HVAC, irrigation, fire protection, elevators, generators, automatic doors, etc.). Maintain accurate records of maintenance activities, warranties, service logs, and vendor certifications. Track and manage building maintenance inventory, supplies, and specialized equipment. Partner with various internal departments and committees to ensure facilities infrastructure supports enterprise operations, sustainability goals, and continuity plans. Develop and monitor maintenance and custodial work order reports, ensuring timely completion of tickets, accurate documentation of work performed, and proactive follow‑up on recurring issues. Analyze facility service data and metrics to identify trends, optimize resource allocation, and recommend process improvements for efficiency and internal customer satisfaction. Project and Vendor Management
Coordinate planning for renovation, relocation, and special projects, ensuring adherence to scope, budget, and timelines. Supervise work performed by contractors, ensuring terms are met before authorizing payments. Develop bid specifications and award contracts for services including but not limited to HVAC, landscaping, pest control, and waste removal, adhering to HAI Group’s procurement policy. Monitor and manage vendor performance to ensure service quality and cost‑efficiency. Manage relationships with external partners (building inspectors, regulatory authorities, local first responders, etc.) to ensure operational continuity and compliance with local, state, and federal regulations. Space and Asset Management
Conduct building capacity reviews and space utilization analyses to optimize the use of office, meeting, and storage areas. Support strategic space planning efforts, providing recommendations for workspace design, ergonomic standards, and future growth needs. Oversee the coordination of office relocations, cubicle construction, meeting room configurations, and corporate event setups. Lead process for equipment and furniture lifecycle management, including disposal, liquidation, and charitable donations in compliance with internal policies. Safety, Security, and Compliance
Ensure facility operations comply with all applicable local, state, and federal regulations, including OSHA, ADA, fire safety, and environmental standards. Maintain and test emergency preparedness systems (fire alarms, AEDs, generators, etc.) and ensure staff readiness through drills and training. Implement and oversee security protocols to mitigate risks and maintain a secure, hazard‑free environment across the property, including parking lots and exterior areas. Utilize the emergency communication tool to issue timely alerts to employees during urgent situations – such as building evacuations, severe weather events, or security incidents – and coordinate follow‑up messaging to ensure employee safety and situational awareness. Liaise with local first responders and public safety officials (police, fire, and emergency medical services) to maintain coordinated response plans and ensure facility readiness for emergencies. Support safety drills and ensure compliance with emergency evaluation and shelter‑in‑place procedures. Manage physical key systems, electronic access, and asset control processes, including managing the documentation of all access control. Regularly assess the adequacy of physical security measures and propose and implement enhancements to strengthen facility security, employee safety, and regulatory compliance. Respond to emergencies on a 24‑hour basis and implement safety protocols. Leadership and Administration
Manage and mentor maintenance and custodial staff, providing clear direction, performance feedback, and professional development opportunities. Develop and monitor the facilities budget, identifying opportunities for cost savings and operational efficiencies. Prepare and present regular reports on maintenance activities, project status, and capital planning to leadership. Foster a culture of service excellence and proactive problem‑solving across all facility operations. Represent the Facilities function on cross‑departmental committees focused on safety, security, or enterprise operations, ensuring alignment with company‑wide risk management objectives, supporting the development of safety initiatives, and coordinating the implementation of corrective actions. Job Requirements
High School Diploma, GED, or equivalent work experience required; additional technical or trade certifications preferred. Minimum of five years’ experience in facilities or property management, maintenance, or related field. Knowledge of mechanical, electrical, plumbing, HVAC systems, and construction practices. Familiarity with safety regulations, including OSHA standards and ADA compliance. Experience with vendor management, budgeting, and contract negotiation. Proficiency in Microsoft Office Suite (Word, Excel) and ability to document activities effectively. Preferred Certifications
HVAC, Electrical, or other technical certifications. Training in skilled trades or equivalent technical education. Knowledge, Skills, and Abilities
Strong organizational and problem‑solving skills. Ability to work effectively as part of a team and communicate clearly with stakeholders. Demonstrated ability to manage multiple projects and prioritize tasks efficiently. Willingness to adapt to changing priorities and learn industry best practices. Commitment to maintaining a safe and welcoming environment for employees and visitors. Work Environment and Physical Demands
Ability to work indoors and outdoors in all weather conditions. Perform physical tasks such as climbing ladders, stooping, kneeling, lifting objects over 50 lbs., and standing for extended periods. Respond to requests and emergencies promptly, including on weekends or after‑hours. Work Conditions
Flexible availability for on‑call emergencies. Regular interaction with contractors, vendors, and internal teams. Department Overview
The Facilities Operations Department is a dedicated function responsible for overseeing the physical environment of HAI Group’s 80,000+ square foot corporate headquarters. The department manages all aspects of building operations, including facility upkeep, landscaping, maintenance, workspace planning, custodial services, and physical safety and security. With a focus on reliability, efficiency, and a high standard of care, the team ensures that HAI Group’s physical interior and exterior spaces are safe, clean, and fully operational to support a productive and welcoming work environment for employees and visitors. Company Overview
HAI Group® is the nation’s leading property‑casualty insurance company founded with a mission to support affordable housing organizations. The company offers risk management services, online training, and consulting services used by more than 1,500 housing organizations nationwide. Headquartered in Cheshire, Connecticut, HAI Group® was recognized as a Top Workplace from 2020‑2025. Cultural Objective
HAI Group contributes to a culture that creates a safe and healthy working environment and a space of inclusiveness and belonging for all by exceeding our customers’ expectations, working collaboratively across the organization, embracing diversity, and demonstrating mutual respect and empathy. Benefits and Perks
Bonus program eligibility Annual merit program Outstanding 401(k) program and non‑elective contribution Flexible work schedules Generous paid time off, paid volunteer days and paid holidays Medical, vision and dental insurance Company‑paid life, AD&D, short‑term disability, and long‑term disability coverage HSA, FSA and dependent care options On‑site wellness: Full gym and locker rooms, wellness initiatives, outdoor basketball and tennis court, picnic pavilion area Tuition reimbursement and loan repayment Professional development Community outreach HAI Group is an Equal Opportunity Employer.
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Facilities Operations Manager
ensures a safe, efficient, and well‑maintained environment for employees and visitors at the company’s facilities. Reporting to the CEO, this role oversees daily maintenance, custodial services, physical security, landscaping, and special projects. The manager ensures compliance with OSHA standards, coordinates internal and external resources, and manages maintenance contracts and budgets while addressing emergencies as needed. Essential Functions
Maintenance and Operations
Develop and implement short‑ and long‑term maintenance plans, including preventive and deferred maintenance strategies. Conduct and document routine inspections of all building systems and infrastructure to ensure optimal operation, safety, and cleanliness. Oversee the maintenance and safe operation of systems and equipment (HVAC, irrigation, fire protection, elevators, generators, automatic doors, etc.). Maintain accurate records of maintenance activities, warranties, service logs, and vendor certifications. Track and manage building maintenance inventory, supplies, and specialized equipment. Partner with various internal departments and committees to ensure facilities infrastructure supports enterprise operations, sustainability goals, and continuity plans. Develop and monitor maintenance and custodial work order reports, ensuring timely completion of tickets, accurate documentation of work performed, and proactive follow‑up on recurring issues. Analyze facility service data and metrics to identify trends, optimize resource allocation, and recommend process improvements for efficiency and internal customer satisfaction. Project and Vendor Management
Coordinate planning for renovation, relocation, and special projects, ensuring adherence to scope, budget, and timelines. Supervise work performed by contractors, ensuring terms are met before authorizing payments. Develop bid specifications and award contracts for services including but not limited to HVAC, landscaping, pest control, and waste removal, adhering to HAI Group’s procurement policy. Monitor and manage vendor performance to ensure service quality and cost‑efficiency. Manage relationships with external partners (building inspectors, regulatory authorities, local first responders, etc.) to ensure operational continuity and compliance with local, state, and federal regulations. Space and Asset Management
Conduct building capacity reviews and space utilization analyses to optimize the use of office, meeting, and storage areas. Support strategic space planning efforts, providing recommendations for workspace design, ergonomic standards, and future growth needs. Oversee the coordination of office relocations, cubicle construction, meeting room configurations, and corporate event setups. Lead process for equipment and furniture lifecycle management, including disposal, liquidation, and charitable donations in compliance with internal policies. Safety, Security, and Compliance
Ensure facility operations comply with all applicable local, state, and federal regulations, including OSHA, ADA, fire safety, and environmental standards. Maintain and test emergency preparedness systems (fire alarms, AEDs, generators, etc.) and ensure staff readiness through drills and training. Implement and oversee security protocols to mitigate risks and maintain a secure, hazard‑free environment across the property, including parking lots and exterior areas. Utilize the emergency communication tool to issue timely alerts to employees during urgent situations – such as building evacuations, severe weather events, or security incidents – and coordinate follow‑up messaging to ensure employee safety and situational awareness. Liaise with local first responders and public safety officials (police, fire, and emergency medical services) to maintain coordinated response plans and ensure facility readiness for emergencies. Support safety drills and ensure compliance with emergency evaluation and shelter‑in‑place procedures. Manage physical key systems, electronic access, and asset control processes, including managing the documentation of all access control. Regularly assess the adequacy of physical security measures and propose and implement enhancements to strengthen facility security, employee safety, and regulatory compliance. Respond to emergencies on a 24‑hour basis and implement safety protocols. Leadership and Administration
Manage and mentor maintenance and custodial staff, providing clear direction, performance feedback, and professional development opportunities. Develop and monitor the facilities budget, identifying opportunities for cost savings and operational efficiencies. Prepare and present regular reports on maintenance activities, project status, and capital planning to leadership. Foster a culture of service excellence and proactive problem‑solving across all facility operations. Represent the Facilities function on cross‑departmental committees focused on safety, security, or enterprise operations, ensuring alignment with company‑wide risk management objectives, supporting the development of safety initiatives, and coordinating the implementation of corrective actions. Job Requirements
High School Diploma, GED, or equivalent work experience required; additional technical or trade certifications preferred. Minimum of five years’ experience in facilities or property management, maintenance, or related field. Knowledge of mechanical, electrical, plumbing, HVAC systems, and construction practices. Familiarity with safety regulations, including OSHA standards and ADA compliance. Experience with vendor management, budgeting, and contract negotiation. Proficiency in Microsoft Office Suite (Word, Excel) and ability to document activities effectively. Preferred Certifications
HVAC, Electrical, or other technical certifications. Training in skilled trades or equivalent technical education. Knowledge, Skills, and Abilities
Strong organizational and problem‑solving skills. Ability to work effectively as part of a team and communicate clearly with stakeholders. Demonstrated ability to manage multiple projects and prioritize tasks efficiently. Willingness to adapt to changing priorities and learn industry best practices. Commitment to maintaining a safe and welcoming environment for employees and visitors. Work Environment and Physical Demands
Ability to work indoors and outdoors in all weather conditions. Perform physical tasks such as climbing ladders, stooping, kneeling, lifting objects over 50 lbs., and standing for extended periods. Respond to requests and emergencies promptly, including on weekends or after‑hours. Work Conditions
Flexible availability for on‑call emergencies. Regular interaction with contractors, vendors, and internal teams. Department Overview
The Facilities Operations Department is a dedicated function responsible for overseeing the physical environment of HAI Group’s 80,000+ square foot corporate headquarters. The department manages all aspects of building operations, including facility upkeep, landscaping, maintenance, workspace planning, custodial services, and physical safety and security. With a focus on reliability, efficiency, and a high standard of care, the team ensures that HAI Group’s physical interior and exterior spaces are safe, clean, and fully operational to support a productive and welcoming work environment for employees and visitors. Company Overview
HAI Group® is the nation’s leading property‑casualty insurance company founded with a mission to support affordable housing organizations. The company offers risk management services, online training, and consulting services used by more than 1,500 housing organizations nationwide. Headquartered in Cheshire, Connecticut, HAI Group® was recognized as a Top Workplace from 2020‑2025. Cultural Objective
HAI Group contributes to a culture that creates a safe and healthy working environment and a space of inclusiveness and belonging for all by exceeding our customers’ expectations, working collaboratively across the organization, embracing diversity, and demonstrating mutual respect and empathy. Benefits and Perks
Bonus program eligibility Annual merit program Outstanding 401(k) program and non‑elective contribution Flexible work schedules Generous paid time off, paid volunteer days and paid holidays Medical, vision and dental insurance Company‑paid life, AD&D, short‑term disability, and long‑term disability coverage HSA, FSA and dependent care options On‑site wellness: Full gym and locker rooms, wellness initiatives, outdoor basketball and tennis court, picnic pavilion area Tuition reimbursement and loan repayment Professional development Community outreach HAI Group is an Equal Opportunity Employer.
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