Sr. Manager, Facilities

At d-Matrix, we are focused on unleashing the potential of generative AI to power the transformation of technology. We are at the forefront of software and hardware innovation, pushing the boundaries of what is possible. Our culture is one of respect and collaboration. We value humility and believe in direct communication. Our team is inclusive, and our differing perspectives allow for better solutions. We are seeking individuals passionate about tackling challenges and are driven by execution.  Ready to come find your playground? Together, we can help shape the endless possibilities of AI.  POSITION SUMMARY: We are seeking an experienced Facilities Manager to oversee d-Matrix’s global facilities portfolio – including existing offices and labs in Santa Clara, San Jose, and Carlsbad (US), Sydney (Australia), Bengaluru (India), and Belgrade (Serbia) – as well as upcoming expansions and new site build-outs. Based at our Santa Clara headquarters and reporting into Finance, this is a hands-on leadership role responsible for delivering and operating state-of-the-art workplaces that include laboratories, kitchens, meeting rooms, social spaces, and open office areas for a high-growth company. As our first full-time Facilities Manager, you will own day-to-day operations across all existing sites, lead construction and relocation projects from start to finish, manage both temporary and full-time facilities personnel, and establish standards for efficient, safe workplace operations globally. The ideal candidate has a strong background in workplace facilities and lab infrastructure (facility systems supporting labs, though not lab equipment itself), excellent project/vendor management skills, and the people skills to drive a safe, high-performance work environment across multiple sites and geographies. ESSENTIAL DUTIES AND RESPONSIBILITIES: • Facility Expansion & Build-Out Oversight: Lead the planning and execution of new office and lab build-outs, expansions, and major upgrades to existing facilities across d-Matrix’s global footprint, working closely with external Project Managers and design/construction vendors. Act as the owner’s representative to ensure each project meets all requirements for scope, schedule, budget, and quality. Participate in design reviews and decision-making during construction, playing a critical role in standing up new facilities from the ground up and modernizing existing ones. • Relocation & Workspace Setup: Coordinate all move logistics and furniture/fixture installations for the transition into the new space. Oversee move planning, scheduling of contractors, and setup of workstations, labs, and common areas to ensure a smooth relocation with minimal disruption to business operations. Ensure that all furniture, equipment, and IT/AV infrastructure are installed correctly and on time for Day One occupancy, in partnership with Corp IT/Security. • Facility Readiness & Compliance: Conduct thorough site inspections, walk-throughs, and system testing as construction is completed to verify that building systems (HVAC, electrical, plumbing, life-safety, etc.) are fully functional and meet code requirements. Oversee final punch-list corrections, obtain necessary occupancy certifications, and ensure the facility is 100% ready and safe for employees and lab operations on opening day. • Vendor & Contractor Management: Manage external contractors and service providers throughout the build-out and into ongoing operations. This includes overseeing general contractors, architects, engineers, furniture vendors, movers, and other contractors (in partnership with the external PM) to ensure high-quality work and adherence to timelines. Post move-in, continue to manage vendor relationships for maintenance services (e.g. janitorial, HVAC servicing, cafeteria/kitchen services), negotiate contracts/SLAs, and ensure vendors meet performance and budget expectations. • Facilities Operations & Maintenance: Once the facility is operational, take ownership of day-to-day facilities management. Implement preventive maintenance programs and oversee the upkeep of all building systems – HVAC, electrical, plumbing, lab utilities, etc. – to ensure reliability and compliance with safety/health standards. Coordinate any repairs or emergency maintenance promptly to minimize downtime and keep the workplace running smoothly for both office staff and lab teams. • Laboratory Infrastructure Support: Support the specialized infrastructure needs of our lab spaces (e.g. proper ventilation/exhaust, specialized plumbing or gas lines, temperature controls) so that researchers can work safely and effectively. Ensure that lab facilities (fume hoods, lab HVAC systems, etc.) are installed and maintained to the appropriate standards without directly managing lab equipment Plan and schedule maintenance or facility work in labs carefully to avoid or minimize disruptions to R&D activities. • Environmental Health & Safety (EHS): Serve as the site lead for workplace safety and environmental compliance (excluding security systems). Develop and enforce EHS procedures to maintain a safe work environment in both office and laboratory areas. Ensure compliance with all relevant regulations (OSHA, fire code, environmental regulations, etc.), conduct regular safety inspections, and coordinate required trainings and emergency drills (fire evacuation, earthquake, chemical spill, etc.) Act as a liaison with corporate EHS resources and local regulatory agencies as needed. • Staff & Team Management: Hire, train, and supervise facilities personnel as the team grows – including any temporary move support staff and full-time facilities coordinators or technicians. Provide clear direction and mentorship to the team and ensure that all facilities staff (including contractors on-site) follow company policies and safety guidelines. Promote a culture of accountability, customer service, and responsiveness in handling facility requests or issues. (Note: Physical security systems and personnel are owned by Corp IT/Security; this role partners closely with that team but does not directly manage security operations.) • Multi-Site Coordination: Own facilities management across d-Matrix’s multi-site portfolio – including Santa Clara (HQ), San Jose, and Carlsbad in the US, plus international sites in Sydney, Bengaluru, and Belgrade – and develop standardized facility management processes and best practices that scale across geographies. Ensure consistency in workplace standards, building systems, and vendor selection across different sites to optimize efficiency and maintenance ease. Integrate any newly opened or acquired facilities into d-Matrix’s facilities policies and procedures, consolidating vendors and addressing local needs while maintaining global standards. Expect approximately 10–15% travel (domestic and occasional international) to support facilities projects and operations at other sites. • Real Estate & Lease Administration: Partner with Finance, Legal, and external real estate brokers to support site selection, lease negotiations, renewals, and exits across the global portfolio. Maintain a centralized record of all lease agreements, key dates (e.g., renewal options, rent escalations, expirations), and landlord obligations. Manage tenant improvement allowances, lease compliance (e.g., insurance certificates, operating expense reconciliations), and coordinate with landlords on building services, repairs, and shared-facility matters. • Space Planning & Workplace Strategy: Maintain accurate floor plans, seating charts, and space utilization data across all sites. Partner with People Operations, Finance, and business leaders to forecast space needs against hiring plans, model occupancy scenarios, and recommend reconfigurations, expansions, or consolidations as headcount evolves. Drive a workplace experience that supports engineering productivity, hybrid work patterns, and cross-functional collaboration. • Budgeting & Planning: Manage the facilities budget for both the build-out project and ongoing operations. Track all facilities expenditures (construction costs, furniture and equipment purchases, maintenance contracts, utilities, etc.) and keep projects within budget. Obtain quotes and negotiate cost-effective contracts with vendors and proactively identify opportunities to save costs or improve efficiency in space utilization. Contribute to long-term facilities planning, such as forecasting future space needs or upgrades. Requirements EDUCATION & EXPERIENCE REQUIREMENTS: • Education: Bachelor’s degree in Facilities Management, Engineering, Construction Management, Business Administration, or a related field (or equivalent work experience). Professional certifications such as IFMA CFM/FMP, OSHA 30, or PMP are a plus. • Experience: 5+ years of facilities management experience (preferably in a multi-site or campus environment), including at least 2–3 years managing facilities in a laboratory or R&D setting. Proven experience leading office/lab build-outs, relocations, or major facility upgrade projects from planning through execution is required – you have successfully opened new offices or labs and coordinated moves in the past. • Technical Knowledge: Strong knowledge of building infrastructure systems – HVAC, electrical, mechanical, plumbing – and how to operate/maintain them. Familiarity with the specialized building requirements of laboratories (air handling, chemical exhaust, compressed gases, lab utilities, etc.) Ability to read blueprints and MEP (Mechanical/Electrical/Plumbing) plans, and to work with architects/engineers to ensure facility systems are designed and installed correctly for our needs. • EHS & Compliance: Knowledge of Environmental Health & Safety standards and building codes relevant to workplaces and labs. Working understanding of OSHA regulations and best practices for safety in an office/lab environment (e.g. hazardous material storage, ergonomics, fire/life safety codes). Experience developing or implementing safety programs and liaising with safety inspectors or compliance officers is highly desirable. • Project & Vendor Management: Excellent project management skills to juggle complex build-out timelines, budgets, and coordination of multiple vendors/contractors. Demonstrated ability to manage external service providers (construction contractors, maintenance vendors, etc.), negotiate contracts, and hold vendors accountable to quality and performance standards Effective in using project management tools and methods to keep large projects on track. • Leadership & Communication: Strong leadership and people management abilities – able to lead cross-functional project teams and internal staff through a period of change (office build and move). Exceptional communication and interpersonal skills are a must : able to collaborate with executives, engineers, scientists, and administrative staff alike. Adept at building consensus, reporting on project status to stakeholders, and resolving conflicts or issues with diplomacy. • Other Requirements: Hands-on, self-starter attitude with strong organizational skills and attention to detail. Comfortable working in a fast-paced, dynamic environment and willing to be on-call for any facilities emergencies. Must be able to lift 40-50 lbs and physically oversee site work as needed. Familiarity with facilities management software (CMMS for work orders, BMS for building controls) and standard office software for budgeting and reporting is expected. ATTRIBUTES: • Integrity and Team Orientation: The ideal candidate is honest, dependable, and highly team-oriented – great Facilities Managers tend to value fairness, teamwork, and integrity as they coordinate with many different groups You do the right thing, build trust with colleagues and vendors, and foster a cooperative atmosphere. • Strong Communication & Interpersonal Skills: Excellent listener and communicator with high emotional intelligence. Successful facilities leaders excel at relationship management – they are adept at resolving conflicts and keeping teams motivated while handling daily challenges You should be able to interface with everyone from executives to contractors, translating technical details into clear updates and keeping stakeholders informed. • Organized & Detail-Focused: Outstanding organizational skills and attention to detail are a must. You can keep track of multiple moving parts (construction milestones, vendor schedules, maintenance logs, etc.) without letting anything slip. A keen eye for detail ensures that safety checks, documentation, and tasks are all handled accurately You pride yourself on thoroughness and follow-through. • Problem Solver Under Pressure: A proactive, solution-oriented mindset is essential. You excel at troubleshooting and can make sound decisions in high-pressure or unexpected situations – whether it’s a sudden building issue or a project curveball, you stay calm and methodical. Your ability to prioritize and adapt on the fly helps you navigate emergencies or tight deadlines effectively. • Customer Service Mindset: Approachable and service-oriented, you understand that facilities management is ultimately about supporting the employees and core business. You have a friendly, can-do attitude and respond quickly to staff needs or concerns, helping to maintain a comfortable and productive workplace (a strong customer service ethic is essential in this role) • Leadership & “Hands-On” Approach: You lead by example and aren’t afraid to roll up your sleeves – whether that means personally verifying a repair or jumping in to help during a move. A natural leader who can inspire and guide both in-house staff and contractors, you are team-oriented and able to influence others to achieve results on time You take ownership of projects, display accountability, and motivate those around you through your dedication and work ethic. Equal Opportunity Employment Policy d-Matrix is proud to be an equal opportunity workplace and affirmative action employer. We’re committed to fostering an inclusive environment where everyone feels welcomed and empowered to do their best work. We hire the best talent for our teams, regardless of race, religion, color, age, disability, sex, gender identity, sexual orientation, ancestry, genetic information, marital status, national origin, political affiliation, or veteran status. Our focus is on hiring teammates with humble expertise, kindness, dedication and a willingness to embrace challenges and learn together every day. d-Matrix does not accept resumes or candidate submissions from external agencies. We appreciate the interest and effort of recruitment firms, but we kindly request that individual interested in opportunities with d-Matrix apply directly through our official channels. This approach allows us to streamline our hiring processes and maintain a consistent and fair evaluation of al applicants. Thank you for your understanding and cooperation.