Facilities Manager

2 weeks ago

Newark, United States Tri-State Bird Rescue & Research, Inc. Full time

The Facilities Manager is responsible for overseeing facilities infrastructure, including IT, across departments to ensure the organization has the capacity and physical resources available and operational to achieve its mission. In addition, they will ensure compliance with relevant local, state, and federal regulations, run routine safety inspections, serve as project manager for all major vendors and facility contracts, plan maintenance work, maintain records, enforce preventative measures to create a safe workplace, and supervise facilities staff and volunteers. Other specific duties include, but are not limited to, the following:

- **Infrastructure**_
- Maintain and oversee grounds, buildings, and equipment to ensure that the property is safe and functional for day-to-day operations for patients, volunteers, and staff.
- Conduct regular facility inspections to develop and implement a proactive approach to facility needs and repairs.
- Act as the internal first point of contact for any facilities-related needs, including IT and telecommunications.
- Coordinate requests for facilities work with supervisors, staff, and/or volunteers, as appropriate.
- Perform routine maintenance and make repairs as needed.
- Act as the external point of contact for service providers.
- Request and review quotes for maintenance/facilities work.
- Negotiate and enforce contracts with service providers.
- Assess and determine capital needs and facilitate project planning and management.
- In collaboration with the Executive Director and Development team, develop a proactive strategy for securing funding for capital needs.
- Track capital project expenses and keep them on budget.
- Ensure all annual, quarterly, or monthly maintenance work is done on schedule.
- Review and approve annual maintenance contracts.
- Perform periodic review/cost analysis of vendors and contractors.
- Provide monthly reports to the Board of Directors; provide ad hoc reports as requested.
- Prepare and monitor annual department budget.
- **Information Technology**_
- Act as the internal point of contact for IT-related and communications needs; perform first-level troubleshooting.
- Map networks and printers, and perform admin overrides and installs.
- Coordinate with technology vendors/consultants when support is needed above first-level needs.
- Escalate trouble shooting to IT vendor as first point of contact. Ensure work is completed in a timely manner.
- Monitor performance of information technology systems.
- Respond to time sensitive requests from supervisors, staff, volunteers, and technology vendors.
- Ensure orders and repairs are prioritized and completed depending on organization needs and within budget.
- Work closely with supervisors, staff, and volunteers to identify equipment, hardware, and/or software needs.
- Ensure electronic waste is responsibly recycled.
- **Safety **_
- Act as organization safety officer.
- Ensure compliance with occupational health and safety (OHS) guidelines.
- Monitor the safety and cleanliness of interior and exterior areas, such as offices, shared meeting spaces, enclosures, farmhouse, kitchens, parking lots, etc.
- Facilitate shared monitoring responsibilities with Clinic and Oil program staff over program-specific areas and equipment.
- Advise on safety measures, conduct risk assessments, and enforce preventative measures.
- Regularly review existing safety policies and protocols to ensure best practices.
- Investigate incidents and prepare internal and external reports on occurrences.
- Oversee installations, maintenance, and disposal of hazardous substances.
- Be point of contact for all facility related compliance and certification entities such as the Delaware Dept. of Insurance Workplace Safety Program.

**Requirements**:

- Possess a college degree or equivalent experience
- Advanced mechanical skills and knowledge of plumbing, HVAC, and other building systems
- Proficiency with repair tools and techniques
- Excellent communication and interpersonal skills, including the ability to speak with all levels of employees, volunteers, guests, vendors, and team members
- Effective time management, organization, and prioritization abilities in coordination with others
- Keen attention to detail and efficient problem-solving skills
- Ability to lift heavy equipment and comfortable standing or walking for long periods of time

**All Tri-State employees are expected to**:

- Participate in Tri-State events as needed.
- Participate in board committees as appropriate.
- Possess excellent interpersonal skills with the ability to interact with staff, volunteers, students, board members, industry personnel, government officials, and the general public.
- Be able to work independently but also as part of a team.
- Represent Tri-State professionally to the rehabilitation community, government agencies, and external partners, and the general public.
- Exhibit a positive attitude and commitment to Tri-State’s mission.

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