Advocates for Human Potential, (AHP),is seeking a Facilities Operations Manager to support the executive leadership team in day-to-day operations concerning AHP's physical environments and related events.

About the Position
The Facilities Operations Manager is responsible for ensuring the smooth day-to-day operations, administrative support, and coordination of office and conference activities across AHP’s five U.S. office locations (Sudbury, MA; Pasadena, CA; Chicago, IL; Phoenix, AZ. This role focuses on maintaining a well-organized, efficient, and service-oriented work environment by managing office services, supporting meetings and events, coordinating vendors, and providing high-quality administrative support to staff and leadership. The Facilities Manager serves as the central point of contact for all AHP office logistics and facilities-related needs.

This position will require about 25% travel to all of AHP's locations. Preference for candidates who can work a hybrid schedule in the Phoenix office, however individuals not residing within 30 minutes' drive to any of AHP's locations will work remotely.

Typical Tasks

Office & Administrative Operations

Oversee general office operations and ensure that all locations are organized, well-stocked, and functioning efficiently.

Coordinate office moves, workstation assignments, and space use in collaboration with local administrative staff.

Develop and maintain office systems for mail, supplies, and equipment inventory.

Support leadership and staff with administrative needs related to office logistics and operations.

Maintain up-to-date records for facilities leases, vendor contracts, and office assets.

Conference and Meeting Support

Organize and manage conference room scheduling, setup, and technology coordination.

Prepare and oversee conference packages, including materials, supplies, and refreshments.

Coordinate with Digital Solutions and internal teams to ensure that hybrid or in-person meetings run smoothly.

Serve as a liaison for meeting logistics, both internal and external, ensuring a professional and seamless experience.

Vendor & Budget Coordination

Manage relationships with office service providers (janitorial, security, office supplies, maintenance, etc.).

Solicit quotes, track service performance, and ensure timely payments and renewals.

Assist in developing and monitoring office operations budgets, tracking routine expenditures.

Coordinate minor office maintenance and repairs through approved vendors.

Facilities Oversight

Support compliance with health, safety, and accessibility standards.

Coordinate office safety procedures, including emergency response plans and drills.

Serve as the initial point of contact for facilities-related issues, escalating to external partners or leadership as needed.

Collaborate with Digital Solutions, People & Culture, and other teams to ensure a positive and productive office environment.

Communication & Collaboration

Provide regular updates on office operations, improvements, and safety procedures.

Collaborate with local office representatives to ensure consistent practices and service quality across all locations.

Represent the Facilities function in staff meetings, planning sessions, and cross-departmental initiatives.

Qualifications

Candidates with the following knowledge, skills and abilities are encouraged to apply:

Strong organizational and multitasking skills with attention to detail.
Outstanding professional communication skills, including verbal and written presentation for diverse audiences.
Demonstrated relationship management skills.

Experience coordinating meetings, conferences, or corporate events preferred.

Excellent communication, customer service, and interpersonal skills.

Ability to manage vendor relationships and oversee multiple offices.
Outstanding ability to manage multiple competing priorities while remaining available and flexible to identify and address needs as they are identified.
Personal initiative and self-management to the degree that their professional behavior is modeled by others.

Proficiency with office technology, scheduling tools, and Microsoft Office suite.

Education and Professional Experience

We are seeking a candidate with at least five years of progressively more responsible experience in office administration, facilities coordination or operations management.

We are seeking candidates with a bachelor's degree in business administration, facilities management, or a related field. Extensive experience may be considered in lieu of higher education.

Work Hours and Expectations:
This is a full-time, exempt position. As such, the role is not eligible for overtime compensation under the Fair Labor Standards Act (FLSA). While the standard workweek is 40 hours, exempt employees are expected to work the hours necessary to fulfill the responsibilities of the position. This may include occasional evenings or extended hours during periods of high activity, critical deadlines, or special projects. Flexibility, accountability, and a results-oriented mindset are essential to success in this role.

Location

All work must be performed within the United States or its territories. Employees are required to reside in, and carry out their job responsibilities from, a location within the U.S. or a U.S. territory for the duration of their employment. Limited exceptions may be granted for short-term personal or business travel outside of these areas, subject to prior written approval and in compliance with company policy.

Salary: $85,000-$95,000 per year

AHP, in an effort to be transparent with applicants about salary and in compliance with various state pay disclosure requirements, publishes the following information, which is current as of the date of posting. The base salary range above represents the low and high end of the AHP salary range for this position. Actual salaries will vary and may be high or low in the range based on various factors, including but not limited to location, experience, and education. The range listed is just one component of AHP’s total compensation package for employees.

Other rewards may include annual bonuses, short- and long-term incentives, and program-specific awards. In addition, AHP provides a variety of benefits to employees, including comprehensive medical, dental, and vision insurance for you and your family, a retirement plan with a 3% match, student loan repayment assistance, employer-paid life and disability insurance, generous paid time off, and much more.

Work Authorization Requirement

Applicants must be currently authorized to work in the United States on a full-time basis. AHP is currently unable to sponsor or take over sponsorship of employment visas.

Work Environment and Physical Requirements

Ideally, we would prefer that the position be based in AHP’s Phoenix, AZ office but we are open to candidates in any of AHP’s four other office locations. The role will require quarterly travel to other sites, approximately 25% of working time. The role involves primarily office-based work with flexibility to address time-sensitive facilities or meeting coordination needs outside of standard business hours.

This role will require a mix of both sedentary and lightly active duties. As such the candidate must have both the ability to remain in a stationary position for extended periods while operating a computer and other standard office equipment, as well as the ability to lift and carry 25 pounds. The role involves frequent communication via video conferencing, email, and other digital platforms. As such, employees must have access to a reliable and secure internet connection that supports remote work responsibilities, including video meetings and the use of cloud-based systems. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

AHP is an Equal Opportunity Employer and Affirmative Action Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

AHP is committed to providing reasonable accommodations to qualified individuals with disabilities. If you require an accommodation to access or complete any part of the application process, the interview process, or to perform essential job functions, please get in touch with the Recruitment team at recruitment@ahpnet.com. Accommodation requests will be reviewed on a case-by-case basis and may apply depending on individual circumstances and job requirements.

Disclaimer

The statements in this job description are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Responsibilities may evolve or change over time to meet organizational needs.

About AHP

Advocates for Human Potential, Inc. (AHP) is a national consulting firm dedicated to improving behavioral health and human services systems since 1986. Headquartered in Sudbury, MA, with offices in Chicago, IL, Tampa, FL, Phoenix, AZ, and Pasadena, CA, AHP employs around 350 staff across nearly 40 states. We partner with federal, state, and local agencies, community-based organizations, and commercial entities to drive change in health and business systems, supporting vulnerable populations from shaping policy to delivering hands-on, ground-level support.

AHP helps organizations and individuals reach their full potential through a suite of services, including professional consulting, research, evaluation, and data analytics, technical assistance and training, as well as virtual solutions, publications, and events. Our areas of expertise span behavioral health, mental health policy and services, substance use disorders, workforce development, homelessness, housing and employment programs, trauma-informed care, criminal justice, women and children’s services, veterans’ support, healthcare reform, and population health management.

AHP is proud to be certified as a Great Place to Work® for ten consecutive years, a recognition based on extensive anonymous employee feedback. We are deeply committed to employee well-being and are actively engaged in fostering a workplace culture that supports work-life balance, self-care, and mental and emotional health. To learn more, visit www.ahpnet.com

Mission:

“To transform behavioral health and human service systems so organizations and individuals can reach their full potential.”

Vision:

“Our clients, our staff, and the people we all serve will reach their potential to live full, productive lives.

Our Core Values at AHP

At AHP, our work is grounded in values that guide how we serve our clients, support our colleagues, and drive impact across health and human services. These values shape our culture and reflect who we are:

Growth fostered through education, innovation, and self-actualization

Understanding deepened through empathy, compassion, equity, and inclusion

Integrity demonstrated through authenticity, leadership, and humility

Dedication seen through commitment, timeliness, and follow-through

Expertise achieved through passion, precision, and quality

These values aren’t just words; they are principles we live by in every engagement, decision, and collaboration.

Advocates for Human Potential, Inc.

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