Facilities Director

JOB SUMMARY:

The Facilities Director is responsible for daily management of facility grounds, related projects, scheduling repair activities, utilities, access control systems, and for ensuring the safe and optimal operations of buildings owned and operated by Housing Forward. The Director will oversee the agency’s facility operations, maintenance, and improvements, be the primary contact with buildings owners regarding facility issues, manage staff, manage office moves and manage custodial duties, all while remaining in compliance with local, state, and federal regulations. Directs, schedules, and oversees external contractors (electricians, plumbers, excavators, roofers, painters, landscapers, etc.) This position is responsible for developing and maintaining a safe environment for all staff, members, and visitors.

JOB RESPONSIBILITIES:

Operations and Facility Management

• Responsible for safe, reliable, and efficient day-to-day operations of agency facilities.
• Direct all activities of physical plant facilities to include budget development, conformance, and oversight, maintenance of buildings, grounds, equipment, housekeeping, security, and agency vehicle maintenance.
• Develops and implements a facility management program including preventative maintenance and life-cycle requirements of all Housing Forward leased and owned buildings, grounds, and related assets.
• Overseas and assigns facilities vendors and contractual services such as waste management, and cleaning and custodial, snow removal, and lawn care.
• Coordinates with office landlords as needed for physical plant repairs.
• Manages and coordinates scheduling of housekeeping and maintenance with program managers, program directors and officer manager as needed.
• Collaborate on strategy to provide interior and exterior spaces that support an innovative, productive, appealing, and cost-effective program and office environment.
• Responsible for the care and maintenance of agency vehicle(s) including collaborating with the office manager to ensure that staff complete user log.
• Coordinate regular (quarterly, at a minimum) inspections and assessments of mechanical and building systems, personally conducting walkthroughs of all agency facilities, reviewing, prioritizing, and following-up on maintenance issues and work orders. Maintain documentation of quarterly walkthroughs via SharePoint.
• Manages facility budgets and schedules facility modifications, including cost estimates.
• Coordinate emergent projects, ensuring delivery of key project tasks and milestones on time and within budget.
• Find ways to implement sustainability efforts (recycling, water, energy) across facilities.
• Manage preventative maintenance program within the confines of an annual budget, including mechanical, safety, and building systems, as well as maintenance, repairs, and routine replacement of furniture and depreciable assets.
• Develops, administers, and maintains an annual budget plan for capital improvements, evaluate deferred maintenance. Submit yearly capital requests.
• Create and maintain Facilities Operations Calendar and Manual.
• Ensure all supplies and material needs are met and coordinated with the Office Manager.
• Engage closely with Executive Director, Chief Operating Officer, and key stakeholders to ensure project scopes address funding and budgetary considerations and facilitating a smooth transition into operating mode.
• Oversees all building projects by outside contractors from inception to completion.
• Responsible for all master lease agreements including Sojourner House

Services and Compliance Management

• Work with the Compliance Manager to ensure the agency meets safety standards set by state and local regulatory agencies (e.g. annual fire inspections for emergency and transitional housing locations).
• Ensures compliance with all local city regulations for the operation of any lifts, elevators, EV charging stations, or other permits as required for any Housing Forward locations.
• Follows the agency’s procurement procedures and the agency’s diversity statement for soliciting contracts. Document bidding process required by public-funding agreements for soliciting women or minority-owned businesses for contracts and professional services.
• Work with Office Manager (Safety Officer) on Emergency Preparedness and Response Plans, responding to facilities emergencies (including, but not limited to, fire safety, power outages, natural disasters, evacuations, etc.) and conducting annual testing of emergency plans.

Other Responsibilities:

• Meet regularly with the Chief Operating Officer for supervision.
• Coordinate with the agency’s Community Health Nurse to ensure that all the facilities have the necessary PPE supplies to ensure that all facilities comply with CDC guidelines to prevent the spread of COVID-19 and other diseases.
• Actively participate in all-staff and leadership meetings.
• Represent the agency in a professional and ethical manner when meeting with vendors and suppliers.
• Maintain a team approach with all staff in all work-related situations and with the staff of other agencies/organizations when collaborating on shared programs/grants.
• Support and promote practices to ensure team member and vendor diversity.
• Other duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree in related field with two-years’ experience in maintenance or facility management. Work experienced considered.
• High school diploma with five years of progressive management of facilities, or similar prior work experience, in lieu of college degree.
• Able to pass complete background check.
• Valid driver’s license, clean driving record, reliable transportation, and legally required auto insurance.
• Must have smartphone to utilize Agency communication and collaboration tools.

KEY COMPETENCIES:

• Ability to support fast-paced work-environment.
• Strong communication skills both written and verbal.
• Experience with Microsoft Office.
• Understanding of and sensitivity to the needs of the those experiencing a housing crisis.
• Good problem-solving skills and the ability to prioritize multiple tasks.
• Ability to work with people of diverse social backgrounds and professional rank.

PHYSICAL REQUIREMENTS/ENVIRONMENT:

• Position requires frequent and regular computer and phone use.
• Must be able to lift 40 lbs.
• On-call responsibilities.
• Outside weather elements.
• While performing the duties of this job, the employee is regularly required to use hands and talk or hear. The employee is frequently required to drive a vehicle, stand; walk; sit; use stairs; reach with hands and arms balance, stoop, kneel or crouch.

It is the policy of Housing Forward, as an equal opportunity employer, to attract and retain the best qualified individuals available, without regard to race/ethnicity, color, religion, national origin, gender, sexual orientation, age, disability, or veteran status.

I understand that the statements included in this document are intended to describe the general nature and level of work being performed by individuals in this position, and that they are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified. Further, this job description does not state or imply that this is a contract between the individual in this position and Housing Forward.