Director of Facilities

Job Type

Full-time

Description

Summary of Position:

The Facilities Director oversees the strategic management of Pine Tree Society's facilities, encompassing buildings, grounds, and infrastructure. This role prioritizes client service, working closely with Pine Tree Society leadership to ensure efficient operation, maintenance, and safety of all facilities while supporting the organization's mission and long-term goals. Key responsibilities include extensive planning for future needs, managing capital projects, and developing the facilities team's skills.

The Facilities Director's duties will involve tasks such as rough carpentry, plumbing, and HVAC work, implementing Pine Tree Society's policies and safety procedures, engaging with vendors and contractors, and leading the preparation of the facilities budget. Other responsibilities include monitoring expenditures, testing equipment, forecasting capital needs, and ensuring compliance with state and federal regulations. The goal is to enhance all Society locations' operational efficiency and safety.

Candidates should have strong written and verbal communication skills, organizational abilities, proficiency with technology, and a broad understanding of business functions and management. A comprehensive knowledge of technical aspects of facility operations and the ability to support daily operations and manage staff and vendors effectively are essential.

Pine Tree Society operates four locations across Maine:

• Pine Tree Camp in Rome: Situated on the shores of North Pond, featuring over a mile of lake frontage and 285 acres of camp facilities and accessible nature features. The camp includes six camper cabins, a family lodge, several staff cabins, Maine's only accessible tree house, playground, athletic fields, a tree farm, barn with goats and chickens, hiking trails, beachfront areas, and Great Meadow Stream. This property is the largest and will require the most attention.
• Audiology, Business Services, Human Resources, and Information Technology are headquartered in Bath.
• Adult Support Services, Case Management, and Early Learning Center in Auburn.
• Adult Support Services, Case Management, ASL Interpreting Services, and Administrative Offices in Scarborough.

Communication Pathways/Speech Therapy is provided in all locations.

Essential Responsibilities: (other duties as assigned)

1. Facilities Management

• Oversee the maintenance, operation, and safety of Pine Tree Society's facilities, including buildings, infrastructure, waterfront, and trails, ensuring cleanliness and functionality through preventive maintenance and effective scheduling, in accordance with American Camping Association (ACA).
• Stay updated on trade concepts and methods, including plumbing, electrical, and HVAC systems, and manage company equipment and tools.
• Monitor maintenance requests utilizing the FMX ticketing system, ensuring adherence to safety and regulatory standards, and handle vehicle and equipment maintenance, including procurement, registration, and insurance.
• Evaluate and recommend improvements to physical security measures and oversee general and preventative maintenance functions to meet client service and sustainability standards.
• Conduct inspections to maintain building exterior, curb appeal, and compliance with codes, while maintaining professional relationships with directors/managers, employees, and contractors.
• Manage capital assets inventory including acquisitions, scrapped, sold, or traded to ensure assets are properly identified and accounted for within the capital asset management system.
• Collaborate with CFO/CAO and program directors/managers to address capital/maintenance concerns, preparation and monitoring of annual budget, and cost reduction initiatives.
• Project management and multi-year planning for new construction, renovations, major projects, deferred maintenance, and replacement planning.
• Review and interpret plans, specifications, subcontractor work orders, and change orders, addressing any discrepancies with the vendor company GC or foreman.
• Monitor insurance coverage for new acquisitions, disposals, and any necessary revisions.
• Coordinate with HR to ensure adequate staffing, onboarding, and provide training and support as needed.
• Organize and facilitate the Safety Committee and quarterly meetings to discuss and address related concerns and solutions.

1. Fundraising and Community Relations

• Partner with the Marketing and Development Department to secure support for capital projects and fundraising activities.
• Cultivate relationships with stakeholders and support special events, including setup and breakdown.
• Coordinate with the Development Department to ensure donor funds are utilized as stipulated and provide project status reports for donor reporting.
• Support the Volunteer Coordinator by identifying volunteer opportunities and managing volunteers effectively related to those opportunities.

Additional Responsibilities:

• Recognizes the primary importance of the organization's stated mission. This position will require flexibility and continuous development of job performance to achieve its intended purpose.
• Adheres to Pine Tree Society's communication platform and media policies to ensure consistent brand messaging and image to internal and external stakeholders.
• Respects confidentiality and abides by the Society's HIPAA policy when discussing client, staff, volunteer, and organizational matters including fiscal and related information.
• Adheres to safety/risk management program that includes assessment, evaluations, establishment of procedures, incident review, workplace engineering, infection control protocols, training and such other measures that ensure a safe and healthy workplace environment.

Requirements

Qualification; knowledge, skills, and abilities:

• Strong knowledge of mechanical, electrical, and building trades, with proficiency in carpentry, electrical wiring, plumbing, masonry, and painting preferred; Understanding of building codes, blueprints, and construction assemblies is a strong plus.
• Ability to mentor and lead a diverse team, coordinate volunteer activities, and oversee contractors and vendors.
• Excellent communication, organizational, and analytical skills, with competency in computer software such as databases, word processors, and spreadsheets. Ability to organize time effectively and remain flexible to meet occasionally competing demands requiring time and attention.
• Ability to communicate effectively and compassionately with the Board of Directors, program participants, their families, vendors, volunteers, the public and representatives of other services providers.
• Ability to function independently while operating under the overall mission and philosophy of the Society.
• Must be able to handle stressful situations and performing under tight timelines.
• Ability to travel regularly and maintain work hours that may extend beyond a 40-hour work week, including participation in a regular on-call rotation during evenings and weekends with other facilities team members.
• Possess a valid driver's license with a clear driving record, have a reliable vehicle with at least the state minimum automobile insurance coverage and the ability and willingness to travel to off-site locations.
• Must pass all required background checks including, but not limited to motor vehicle, criminal, Adult Protective Services, Child Protective Services, US DHHS Fraud Prevention and Protection (OIG) and MaineCare background checks.
• Must pass a physical abilities test prior to employment to ensure the physical requirements of the position outlined in Physical Demands below can be met.

Education/Experience

• Bachelor's degree in Facilities Management or related field, or equivalent combination of training and experience.
• At least four years of progressively responsible experience in facilities management, including project oversight and staff supervision.
• Certifications in OSHA 10/30, Plumbing, HVAC, Electrical, and Project Management are preferred.

Physical Demands

These physical demands represent the physical requirements necessary for an employee to successfully perform the job's essential functions. Reasonable accommodation can be made to enable people with disabilities to perform the essential functions described.

While performing the responsibilities of the job, the employee is required to:

Physical Demand

ADA Compliant language

Specifics and Frequency for this position

Sit or Stand - Remain in stationary position - Regularly/Daily 6+ hours

Walk?- Move?- Regularly/Daily 6+ hours

Use Hands/Fingers to handle or feel?- Activate, use, position, prepare, place?- Regularly/Daily 6+ hours

Climb or balance?- Ascend/descend, traverse?- Occasionally?

Stoop, kneel, crouch, crawl?- Position and move self to stoop, kneel, crouch or crawl?- Occasionally?

Talk and hear?- Communicate, convey, exchange info?- Regularly/Daily

See?- Observe, identify, recognize, determine - Regularly/Daily

Taste and smell?- Distinguish, determine - Rarely?

Lift and carry weight?- Position, move, transport, put?- Daily 20lbs, Reg. 50lbs, Occas. 100lbs

Work Environment

This position is based at our Rome, ME location. Travel to other locations will be required.

While performing the duties of this job, the employee is?located in multiple settings including in a vehicle, outdoors, and in an office environment. Regular physical labor and exercise are required. The employee will engage in construction projects where lifting and carrying materials is necessary and frequent. There will be exposure to machinery and potentially hazardous equipment, sometimes with a high noise level and to high places accessed by ladders. In the office environment, the employee will experience frequent interruptions and a moderate noise level. Periodic computer use is required. The use of Common Protective or Safety Equipment such as Safety Shoes, Glasses, Gloves, Hearing Protection, Hard Hats, or Life Jackets is required. Computer use is frequent and regular.??Driving a vehicle is required daily. ?

While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter. Reasonable accommodation may be made to enable people with disabilities to perform the job's essential functions.

Salary Description

$60,000 to $70,000 Annually

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