Facilities Manager at TLRAR

Position Description

We are seeking an organized and skilled individual who’s passionate about creating and maintaining a functional safe space and homestead for black creatives. The Facilities Manager Position reports to the Executive Director and is responsible for tasks related to the safety of residents, and upkeep and construction on-site at The Last Resort Artist Retreat (TLRAR).

What We’re Looking For

TLRAR is seeking a seasoned facilities professional with an independent spirit, enthusiastic to work within a budding arts-focused organization based in Baltimore. We are looking for a proactive leader who is efficient, organized, a strong communicator (verbal and written) and has a solid understanding of general building/home maintenance and related technologies. To perform well in the role, a candidate should be able to treat TLRAR’s homestead like a homeowner would, performing regular maintenance to promote smooth functioning of the physical space and prevent emergencies before they arise. The ideal candidate can lead a small-but-mighty team on a flexible schedule that includes some nights and weekends. This job does require some physical movement, so applicants must be able to lift 40 pounds and occasionally be on their feet for long periods. The Facilities Manager will function as the point of contact in the event of emergencies and must have the temperment to remain calm and find solutions quickly during such situations. In addition, the candidate should have exceptional time management and the ability to juggle the needs of changing priorities among residents who will be staying with us. Lastly, we are looking for someone who likes to interact with people in professional and social settings. The successful candidate will be able to maintain the homestead property in a way that will astonish all visitors.

Responsibilities

Homestead Management (50%)

• Execute daily house sweeps to ensure homestead is in best condition at all times and manage all needs including:

  • Homestead cleanliness (interior and exterior including greenspaces in collaboration with groundskeepers)

  • Inventory of home goods, cleaning products, and other home/office materials

  • Storage

  • Emergency equipment and/or contractor needs

• Ensure that all facilities, including offices, grounds, kitchen, pool, etc., are in compliance with building, security, fire and safety, and other applicable regulations, and building maintenance is performed in a manner consistent with OSHA regulations and standards

• Provide constant attention to all life safety issues, ensuring that building emergency plans are developed, maintained, effectively communicated, and tested, and that all emergency systems (fire alarms, sprinklers, emergency exits, security cameras) are operational through in-house inspections and vendor maintenance contracts

• Collaborate with full-time staff to develop homestead-specific manuals and emergency plans that include:

  • Daily homestead rounds, emergency plans (including fire exits, first aid, and power outages) enforceable cleanliness norms, hard and soft equipment storage, an inventory system for items used and stored at the homestead and other material needs

• Refine functionality of storage spaces and suggest storage unit needs (2 basements, 2 units under stairs, laundry, water heater closet, kitchen cabinets, 2 linen cabinets, and more).

• Lead on-boarding walk-through meetings for residents and other guests upon arrival

• Serve as point of contact during emergencies and facilities-related needs and address all issues in a timely manner

• Oversees all aspects of building maintenance and personnel, facilities compliance, repairs and renovations, including by researching vendors/soliciting bids, interviewing (with Executive Director), onboarding and supervising facilities-related vendors and contractors. This includes:

  • Creating templates for contract proposals

  • Collaborating with Managing Director to manage work proposals and contracts for facilities-related projects such as:

    • Art Garden development, installation of pool, and interior construction related to workspaces

  • Ensuring all project deliverables are completed

  • Maintaining a presence on-site during all contractor projects including:

    • HVAC, electrical, plumbing, exterminators, and other handy-man related jobs including but not limited repairs to ceiling, roof, porch, fences, etc.

    • Manage facilities-related contractors regularly onsite including: deep cleaners, maid service, and groundskeepers

    • Short-term short-term construction projects such as work spaces, office renovations, etc.

Administrative (35%)

• Create, update, and adhere to a yearly maintenance plan that effectively tracks building upkeep needs and status as well as anticipated long- and short-term improvements and maintenance

• Collaborate with staff to schedule necessary construction and other on-site work projects based on residency cycle and program schedules

• Manage timelines and strategic plans for on-site construction projects

• Ensures that all facilities-related contractors are adequately trained, and that they understand and follow instructions on safe use of all chemicals, cleaning materials, tools and other safety issues relevant to their work

• Collaborate with administrative staff to manage room capacity, cleaning and grocery needs, and special events schedule to maximize guest satisfaction

• Manage facilities budget including construction budgets and the purchasing of maintenance supplies and equipment

• Organize insurance certificates and all project permits

Event Management (10%)

• Effectively set up and break down events hosted by TLRAR

• Facilitate portions of day-of event coordination when necessary

Other (5%)

• Occasionally take on small roles to assist in all-hands-on-deck needs for TLRAR

Other Requirements

Must be:

• Proficient in Google suite (Docs, Sheets, Presentation, Drive, etc.)

• On-site during resident arrivals and departures, and for all-hands-on-deck events such as community dinners and fundraisers

• Able to work night and weekend events

• Able to lift and/or move 40 pounds

• Able to stand, walk or sit for long periods

• Able to use a computer for prolonged periods.

• Able to climb stairs and to bend and retrieve objects and/or documents

• Able to work a flexible schedule and encourage a collaborative setting with a small team

• Capable of operating on site equipment including air conditioning units, smart locks, lighting, projector, speakers, televisions, etc.

Qualifications

• Required: 3-5 years’ experience in a managerial role overseeing facilities and operations needs and personnel

• Required: A valid driver’s license from the state of residence with less than three (3) violation points in the last three (3) years

• Narcan administration training (or willingness to obtain)

• Solid understanding of technical aspects of plumbing, carpentry, electrical systems, machinery operations, etc.

• Solid understanding of how to perform tasks with chemicals/cleaning products, tools, ladders, and lifts in a safe and effective manner.

• Demonstrated familiarity with and understanding of OSHA regulations and standards, building codes, fire and safety, commercial food preparation, and other applicable regulations

• Either has or is prepared to obtain the following certificates within thirty (30) days of hire: CPR and Certified Facilities Manager (CFM)

About The Last Resort Artist Retreat

The Last Resort Artist Retreat (TLRAR) is a residency program that subscribes to the concept of leisure as therapy for the Black creative and curated-experiences conducive to their rejuvenation. Set in a park-like private residence, the property is nestled in the heart of Waverly, a historic Baltimore neighborhood. Each residency cycle, we will welcome guests by invitation-only to a four-week stay of self-reflection and fellowship with like-minded individuals in search of a nurturing respite. Along with housing, meals and private workspaces, we will offer therapeutic services, led by trained practitioners in a variety of related forms aimed at both physical and mental well-being for guests. The Last Resort Artist Retreat is a program of Charm City Cultural Cultivation (CCCC), which builds opportunities for cultural growth in Baltimore’s through public arts programs, social engagements, leisurely activities and educational advancement.