Interim Facilities Operations Manager

2 weeks ago

Chicago, Illinois, United States Chicago Commons Association Full time

Position Overview:

The role is pivotal in overseeing the daily operations of all facilities managed by Chicago Commons.

The Interim Facilities Operations Manager will be responsible for supervising work orders, liaising with subcontractors, and ensuring regular maintenance is performed.

This position plays a crucial role in upholding standard operating procedures, including inventory management, while ensuring that all facilities are secure, safe, and well-maintained for staff, families, and children.

As the Interim Facilities Operations Manager, compliance with all regulatory bodies and program standards will be a key responsibility.

This role will temporarily report to the Chief of Staff and has the potential to transition into a permanent position.

Educational & Certification Qualifications:

(To successfully fulfill this role, an individual must demonstrate the ability to perform each essential duty satisfactorily. The qualifications listed below represent the knowledge, skills, and/or abilities required. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.)

  • High School Diploma or GED; an associate or bachelor’s degree is preferred.
  • A minimum of 3 years of experience in maintenance and facilities management.
  • Experience in non-profit organizations is advantageous.

Experience & Training Qualifications:

  • Strong decision-making abilities related to personnel, safety, financial, and facility management.
  • Proficient understanding of systems such as HVAC, plumbing, electrical, mechanical, and code compliance; certifications are a plus.
  • Experience in supervisory roles and management of daily departmental operations.
  • Exceptional problem-solving and diagnostic capabilities.
  • Familiarity with CMMS systems.
  • Experience in implementing and tracking inventory systems.
  • Proficient in Microsoft Office applications.
  • Ability to interpret and apply various regulatory standards and guidelines.
  • Effective verbal and written communication skills.
  • Advanced knowledge and capability to repair and maintain HVAC systems, furniture, fixtures, and other facility-related structures.
  • OSHA certification is preferred.

Core Job Responsibilities:

(These responsibilities include but are not limited to the following. The organization reserves the right to modify essential duties and responsibilities at any time.)

  • Supervise, mentor, and assess the performance of facilities personnel.
  • Train and coordinate cleaning staff as needed.
  • Act as a liaison to external agencies as required.
  • Ensure compliance with local, state, and federal regulations regarding inspections, permits, and certificates.
  • Collaborate with leadership by providing necessary specifications and evaluations.
  • Obtain required permits and certificates.
  • Inform leadership of any irregularities or non-compliance issues.
  • Foster a collaborative team environment.
  • Maintain consistent and accurate communication with staff, vendors, and subcontractors.
  • Conduct on-site evaluations and work with the facilities team to ensure safety and compliance.
  • In collaboration with leadership, ensure expenditures align with budgetary constraints.
  • Track facility requests to ensure timely resolution.
  • Schedule and coordinate repairs with preferred subcontractors (electricians, plumbers, locksmiths, etc.).
  • Evaluate facility needs by prioritizing maintenance requests efficiently and in compliance with operational standards.
  • Prepare and coordinate job bids, repair costs, and estimates as requested by leadership.
  • Organize and maintain documentation for all facilities and maintenance projects.
  • Assist in organizing company events.
  • Participate in meetings and training as directed.
  • Implement and track inventory systems.
  • Perform additional duties as assigned.

Physical Demands:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the job.

The employee must regularly be able to read and communicate in English proficiently.

The employee must regularly operate a word-processing system and must be able to read, produce, and transmit data effectively.

The employee must occasionally lift and/or move up to 80 lbs to transport bulk supplies, furniture, fixtures, etc., and may occasionally lift over 150 lbs with assistance.

Travel between locations may be necessary. Regular physical activities include crouching, bending, twisting, stooping, and kneeling to facilitate various repairs and maintenance tasks. Regular reaching is required for stocking and retrieving supplies, equipment, and during painting and repair activities.

Employment Conditions:

This job description aims to ensure that essential functions and basic duties are included. It serves as a guideline for job expectations and the employee's ability to perform the described duties.

This job description is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.

Additional functions and requirements may be assigned as deemed appropriate for the position.

This document does not represent a contract of employment, and Chicago Commons reserves the right to modify this job description and/or assign tasks as deemed appropriate.


Working Conditions:

(The unavoidable, externally imposed conditions under which the work must be performed, which may create hardship for the incumbent, including the frequency and duration of physical demands, environmental conditions, sensory demands, and mental demands). None known.

Chicago Commons is an equal-opportunity employer.

We consider all applicants for employment without regard to race, religion, color, age, sex, national origin, citizenship, ancestry, marital or parental status, sexual orientation including gender identity, gender expression, military discharge status, physical or mental disability, or any other status or characteristic protected by law.

Additionally, Chicago Commons provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local laws.

Qualified applicants will be required to complete a successful background and drug screening process upon hire.

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