Facilities Manager – Tax Preparation & Year-Round Client Services

The Facilities Manager ensures all tax preparation offices are safe, secure, compliant, and fully operational to support both peak tax season filing and off-season services, including tax planning, prior-year return reviews, and ongoing client consultations. This role oversees facilities for approximately 50 locations, with a strong emphasis on reliability, confidentiality, and year-round readiness. 

Responsibilities

Facilities Operations & Year-Round Readiness

• Maintain full operational readiness of all offices throughout the year, supporting both peak filing season and off-season client services
• Develop and execute pre-season, in-season, and off-season facilities plans
• Ensure HVAC, lighting, electrical, plumbing, signage, and office infrastructure support year-round occupancy and comfort
• Coordinate maintenance and repairs to minimize disruption to scheduled appointments and consultations

Seasonal & Off-Season Support

• Lead tax-season readiness, including inspections, preventive maintenance, and contingency planning
• Support off-season use of stores for tax planning, amended returns, and prior-year return reviews
• Adjust facilities schedules, layouts, and services to align with fluctuating staffing levels and appointment volumes
• Coordinate reduced-hours operations while maintaining security, cleanliness, and client experience

Compliance, Safety & Confidentiality

• Ensure compliance with fire/life safety, ADA, OSHA, and local regulations at all times
• Partner with IT and Security teams to maintain physical safeguards for client confidentiality year-round
• Conduct safety inspections and manage corrective actions
• Oversee secure storage and handling requirements related to physical records, where applicable

Vendor & Contractor Management

• Manage janitorial, HVAC, electrical, security, and emergency repair vendors
• Schedule vendor work strategically during off-season to reduce cost and disruption
• Monitor service levels, performance, and contract compliance

Budgeting & Cost Management

• Manage annual facilities operating and capital budgets
• Optimize costs by leveraging off-season maintenance, negotiated service windows, and preventive planning
• Forecast seasonal and off-season facilities expenses

Store Support & Cross-Functional Collaboration

• Serve as the primary facilities contact for office managers and field leadership
• Partner with Operations, IT, Real Estate, and HR to support year-round office utilization
• Support new office openings, seasonal locations, relocations, and closures

Reporting & Systems

• Maintain accurate asset, inspection, and maintenance records
• Use CMMS/work order systems to track trends and performance
• Provide leadership reporting on readiness, uptime, risks, and cost efficiency

Qualifications

• 5+ years of multi-site facilities management experience (retail, office services, or professional services)
• Experience supporting seasonal and year-round client-facing operations
• Strong knowledge of building systems, maintenance practices, and safety regulations
• Vendor management and budget ownership experience

Preferred

• Experience supporting tax preparation, financial services, or privacy-sensitive environments
• CMMS experience
• Facilities certifications (CFM, FMP, or similar)