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Sr. Director of Facilities, Maintenance,
2 months ago
POSITION: Senior Director of Facilities & Maintenance Operations DIVISION: Administration – FMO WHY JOIN US: You believe that every person deserves a place to call home. You see that homelessness is a systemic issue and want to be a part of the solution. You are ready to utilize your talent, experience, and creativity towards purpose-driven work. You want to work alongside industry leaders to learn, implement, and pioneer best practices. LA Family Housing is a leading non-profit agency in Homeless Services and Real Estate Development. With 40 years of experience and 13,000+ people’s lives changed each year, we know what it takes to end homelessness. We take tremendous pride in the emergence of our staff as national leaders in innovation, best practices, and policy within housing production and homeless services. Join the fight to end homelessness and make a difference in people’s lives at LA Family Housing THE POSITION: Under the direct supervision of the Chief Administrative Officer, the Senior Director of Facilities, Maintenance, and Operations (FMO) oversees the vision, performance, and management of the FMO Department, which comprises over 90 staff. This role supports LAFH’s growth by developing and managing a team of facilities professionals responsible for a diverse portfolio that includes apartment buildings, office spaces, parking lots, and motels across the larger Los Angeles area, Antelope Valley, and San Fernando Valley. The Senior Director ensures superior workplace and living environments for employees, participants, and visitors through creative, efficient, and service-oriented operations. The Senior Director is responsible for building and operational services management, financial oversight, and contract and lease management, ensuring fiscal accountability, productivity, and regulatory compliance. Additionally, they lead strategic planning and initiatives, manage vendor relations, and ensure the functionality, safety, and efficiency of facilities. The role also includes directing maintenance functions, overseeing kitchen and fleet operations, and collaborating with various agency teams. Aligning with LAFH's values, the Senior Director fosters a positive workplace culture, supervises FMO leadership, and oversees the FMO budget while supporting strategic initiatives across the organization. WHAT YOU'LL DO: Managing StaffDirect, oversee, and coach Directors of Facilities, Maintenance, and Operations. Guide them in daily operations, developing annual work plans, and managing budgets. Provide oversight to maintain positive team morale and ensure departmental goals are achieved.Manage custodial, maintenance, and multi-site operations by planning, scheduling, and prioritizing projects. Inspect and evaluate work to ensure quality and compliance with standards.Select, motivate, and mentor staff. Conduct performance evaluations, provide necessary training, resolve conflicts, and implement disciplinary actions when needed to maintain a high-performing team.Facilitate regular meetings to inform staff of updates, business needs, and company news to enhance communication and minimize operational interruptions. Foster a collaborative and results-driven work environment.Offers guidance on budget, personnel management, and administrative policies.Conducts regular meetings to update the team on company news and business needs to enhance efficiency.Manages outsourced work and vendor relationships to ensure satisfactory performance.Schedules, reviews, and approves timesheets and time-off requests for staff.Develops and implements goals, policies, and procedures; inspects work, evaluates results, and estimates project time and materials.Coordinates and manages the completion of work orders and requests from internal departments.Manages both experienced staff and trains entry-level personnel effectively. Facilities & Maintenance Operations ManagementOversee and manage all lease agreements and contracts related to facilities and maintenance. Ensure compliance with contractual terms, budget constraints, and legal requirements.Ensure that interim and temporary housing comply with all relevant federal, state, and local regulations, including ADA, OSHA/Cal-OSHA, HAZ-MAT, Fire Codes, and Public Health standards.Develop and manage an electronic system for tracking and managing work orders.Develop and implement policies and procedures to ensure high standards of service delivery.Oversee training for staff and clients on emergency preparedness, including fire, earthquake, and power outage drills.Oversee contracts for facilities and maintenance, fleet, parking, kitchen services, and general construction; prepares budgets, ensures safety and quality in work, and serves as a technical resource.Work with the Chief Administrative Officer on creating a preventative maintenance program, setting project priorities, budgeting, planning future facilities, and optimizing resources.Manage the LAFH Workorder System to ensure effective service delivery and accountability.Oversee inventory of supplies, ensuring adequate stock and timely delivery.Coordinates special events and manages emergencies as needed.Address complex facility and maintenance issues, ensuring high customer service standards.Assist with budget administration by preparing requests, overseeing budget preparation, and implementation.Ensure compliance with laws and regulations related to facilities and maintenance.Oversee emergency situations and maintain a safe working environment.Collaborate with Security and Information Technology to enhance facility safety and access control. Fleet ManagementSupervise the maintenance and operations of the organization’s fleet, including staff shuttle services. Ensure vehicles are safe, well-maintained, and meet all regulatory standards.Develop and enforce fleet management policies and procedures to enhance operational efficiency.Implement strategic asset management for vehicle acquisition, replacement, and disposal.Oversee the integration and management of GPS tracking systems and outsourced services.Plan and manage budgets for fleet and parking operations, ensuring cost-effective and efficient resource allocation.Analyze fleet performance data, including maintenance costs and fuel consumption, to identify areas for improvement.Ensure compliance with maintenance standards and preventive measures through regular evaluations.Direct the response to after-hours emergencies and conduct accident investigations.Ensure effective resolution of fleet-related issues and incidents.Provide detailed maintenance data and performance reports to senior management for evaluation and decision-making. Kitchen ManagementOversee kitchen services across select facilities. Ensure kitchen operations adhere to health and safety regulations and provide high-quality services.Develop and enforce comprehensive safety, sanitation, and quality control guidelines to ensure high standards in food service.Design and implement standard operating procedures for various kitchen types (Cooking, Warming, Pop-up).Ensure compliance with health and safety regulations, including kitchen hygiene and uniform standards.Review and improve kitchen operation processes, addressing safety concerns and enhancing service delivery.Develop and oversee the Food Wellness Program in collaboration with program staff.Manage budgets related to kitchen operations, including inventory supply orders, food distributions, and event coordination.Collaborate on fiscal cost analysis with the Director of Facilities Services, and review and approve invoices.Oversee contracts and vendor compliance, ensuring alignment with company standards. Capital ProjectsManage all phases of capital projects from start to finish, ensuring alignment with organizational goals and efficient completionCreate and manage project budgets, allocate resources, and adjust plans as needed to stay on track and within budgetOversee the installation of large equipment and construction activities, ensuring they meet all specifications and safety standardsBuild and maintain relationships with stakeholders and handle the procurement process, including selecting vendors and negotiating contractsEnsure projects are completed on time and within budget, managing schedules, quality control, and regulatory complianceIdentify and work with key team members, contractors, and consultants to ensure their contributions align with project goalsEnsure projects comply with laws and standards and implement quality control measures to meet or exceed expectationsProvide regular updates on project progress, budget, and issues to senior management and maintain thorough project documentation Lease ManagementOversee all aspects of lease administration, ensuring compliance with lease terms and organizational policiesManage maintenance and repairs for leased office spaces, parking lots, and other facilities, ensuring they are in good conditionHandle disputes and maintain positive relationships with tenants, landlords, and other stakeholdersSupervise leases for office spaces, parking lots, and other facilities, ensuring all agreements are effectively managed and executedEnsure timely renewal and negotiation of lease agreements to meet organizational needsAudit InspectionConduct regular inspections of facilities to ensure compliance with federal, state, and local regulations, such as ADA and OSHA. Identify areas for improvement and coordinate corrective actions to meet audit standards. General MechanicsDevelop and implement comprehensive policies and procedures for all aspects of facilities management, including building operations, fleet, parking, kitchen operations, and maintenance services. Ensure that all operational systems are efficient and compliant with regulations.Manage and oversee the electronic work order management system to enhance service delivery and accountability. Vendor ManagementEstablish and maintain relationships with vendors for the procurement of supplies and services. Conduct thorough vetting and cost comparisons to ensure quality and cost-effectiveness. Negotiate and administer contracts and oversee the bid process for new projects. Departmental CollaborationWork closely with other departments, such as Security, IT, Risk Management and HR, to ensure facility safety, access control, and emergency preparedness. Develop and implement policies related to emergency and natural disaster procedures.Builds positive relationships with community organizations, local agencies, LAFH management, staff, and participants.Acts as a liaison to external agencies and other departments, ensuring coordination on projects and service delivery.Participate in meetings to provide operations input. OtherPrepare various reports, correspondence, and documentation as needed. Maintain records on service requests, incidents, work orders, and contract work schedules.Coordinate with internal and external stakeholders for special events, emergencies, and other initiatives. Address and resolve complex inquiries and complaints to maintain a high level of customer service.Ability to be on-call and work evenings and weekends as needed. Perform additional tasks and responsibilities as assigned by the supervisor to support the overall goals of the organization. WHAT YOU'RE SKILLED AT:Extensive experience managing large facility portfolios and coordinating supervisors across various operations and locations.Strong knowledge of health and safety laws, maintenance methods, building codes, and regulations.Expertise in building systems, including mechanical, electrical, and HVAC systems, as well as facility and capital planning and construction management.Proficient in budget and financial management, with a focus on contract reporting and expense control.Demonstrated commitment to high service standards and quality, with the ability to manage projects safely in large facilities.Skilled in decision-making, issue analysis, and solution implementation.Proven track record in developing and implementing operational and maintenance policies and procedures.Self-motivated, positive, and goal-oriented, with a strong ability to lead, coach, and motivate teams.Familiarity with HR procedures, including staffing, hiring, training, and performance management.Effective problem-solving and multitasking abilities, with excellent communication and interpersonal skills.Highly organized, capable of following through on tasks and projects, and adept at developing creative solutions to complex problems.Knowledgeable about modern administrative and organizational management practices, safety principles, and maintaining a safe work environment.Proficient in Microsoft Office Suite (Outlook, Word, and Excel). Familiarity with work order systems and software.Spanish/English bilingual reading and writing skills desired but not required. OTHER:Maintain and execute confidential information according to HIPPA standardsObtain and maintain CPR/First Aid CertificationAbility to pass post offer Tuberculosis (TB) clearancesAbility to pass a pre-employment physical exam Ability to lift up to 25 lbs. Ability to lift, bend, stand for prolong periods of time Travel is a regular duty for this position and is required 50% of time Must have and maintain a valid California Driver License and auto insurance in good standing Ability to lift, bend, stand for prolong periods of time WHAT YOU'VE ACCOMPLISHED:Bachelor’s degree in business, facility, or construction management, engineering, architecture, Business Administration or related field Minimum of ten (10) years’ experience in project management and/or facility operationsMinimum of seven (7) to ten (10) years’ experience of progressive management experience WHAT WE OFFER: Health, Dental, Vision, Life Insurance, 403B Retirement Plan, 529 Education Savings Plan, Long Term Disability, Employee Assistance Program, Flexible Spending Accounts (FSA), Legal Access Plan, Employee Appreciation Program, Company Sponsored Employee Events, Staff Development, 9/80 Alternative Work Schedule, Paid Sick, Vacation and 13 Observed Holidays, Public Service Loan Forgiveness Program Eligibility and more PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Potential physical demands include but are not limited to: walking, climbing stairs, handling, finger/grasp/feel objects and equipment, reaching, communicating, being mobile, repetitive motions, visual activity, driving, and entering buildings. If an accommodation is needed, please inform the Human Resources Department. EQUAL EMPLOYMENT OPPORTUNITY LAFH is committed and proud to provide equal employment opportunities to all employees and applicant
