Facilities Manager

Description

Job Title: Facilities Manager

Department: Facilities

Reports to: Facilities Director

Job Type: Full-Time, Salary (Non-Exempt)

Job Location: Chicagoland Area

Salary Range: $50,000 – $60,000 annually

Rincon - Building Spaces, Restoring Communities- Who we are:

What began as a small clinic established by young community leaders on the West Side of Chicago in 1972 has grown into one of the largest providers of high-quality and culturally competent services focusing on counseling and crisis intervention services, substance use prevention and treatment, violence prevention, education, case management, community and family services. We are dedicated to rendering compassionate and effective programs to promote the quality of life by catalyzing to advocate, educate and empower individuals and their families.

Position Description – What the Role Entails:

• The Facilities Manager is responsible for supporting the daily operations, maintenance, safety, and improvement of organizational facilities and surrounding grounds. Reporting directly to the Facilities Director, the Facilities Manager will coordinate facility-related projects, supervise work schedules, support construction and renovation activities, monitor budgets and expenses, and ensure projects are completed efficiently, safely, and within established timelines.
• The Facilities Manager must be highly organized, able to manage multiple priorities simultaneously, and comfortable providing regular reports regarding project status, budgets, facility needs, and emerging concerns. The position requires a hands-on approach to facility operations combined with strong administrative, project-management, and team-leadership skills.
• The Facilities Manager will report directly to the Facilities Director.

Company Culture - Do Our Values Speak to You?

At Rincon, our commitment to mutual respect, inclusivity, and diversity is woven into the structure of all that we do. We value:

• Dedication - Embodying effective and transparent leadership and quality client care.
• Education – Preventative programming and clinical services based on industry standards, competence and outreach.
• Accountability – Consistent service delivery, measurable success, and sensible financial management.
• Advocacy – Empowerment, reduction of treatment stigma, and relationship building with partners.
• Compassion – Embracing culturally diverse communities and equality through sensitivity to individual needs.

With these values in mind, we promote a culture that fosters professional development and agency success. Many of our employees span an extended tenure, and we pride ourselves on developing dedicated and supported team members.

Areas of Accountability - What you will be doing:

• Facility Operations and Team Leadership
• Assist the Facilities Director in overseeing the daily operation, maintenance, and upkeep of organizational facilities.
• Manager and coordinate staff schedules to ensure appropriate facility coverage and completion of assigned responsibilities.
• Lead regular facility team meetings to review priorities, projects, maintenance needs, safety concerns, and upcoming activities.
• Assign responsibilities and monitor completion of facility-related tasks.
• Identify operational issues and communicate recommendations to the Facilities Director.
• Coordinate facility needs across multiple departments, programs, and locations as assigned.
• Project and Construction Management
• Assist with the planning, coordination, and oversight of facility improvement, renovation, construction, and maintenance projects.
• Maintain working knowledge of basic construction management principles and processes.
• Coordinate with contractors, vendors, architects, engineers, and other external partners as appropriate.
• Review project scopes, proposals, contracts, schedules, and related documentation.
• Read and understand contracts and identify important timelines, responsibilities, deliverables, and financial requirements.
• Monitor construction and facility projects to ensure progress is consistent with approved plans and expectations.
• Identify project delays, risks, or concerns and promptly communicate them to the Facilities Director.
• Maintain organized documentation for active and completed projects.
• Project Management and Reporting
• Develop and maintain project schedules, timelines, task lists, and status reports.
• Prioritize multiple projects based on urgency, organizational needs, available resources, safety considerations, and established deadlines.
• Track project milestones and provide regular updates regarding the status of each project.
• Prepare written reports for the Facilities Director and organizational leadership as requested.
• Maintain spreadsheets and other tracking systems for projects, maintenance schedules, expenses, contracts, and facility needs.
• Demonstrate proficiency in Microsoft Excel and the ability to create and maintain spreadsheets, trackers, and basic reports.
• Maintain accurate records related to facility operations and projects.
• Budget and Expense Management
• Understand and monitor approved facility and project budgets.
• Track project expenditures against approved budgets.
• Review invoices and expenses for accuracy and appropriate documentation.
• Prepare and submit expense reports in accordance with organizational policies.
• Assist with obtaining estimates, bids, and proposals from contractors and vendors.
• Identify potential budget concerns or cost overruns and communicate them to the Facilities Director.
• Support cost-effective purchasing and use of organizational resources.
• Health, Safety, and Compliance
• Maintain an understanding of applicable workplace health and safety standards.
• Help ensure facilities are maintained in a safe, clean, functional, and professional condition.
• Conduct routine facility inspections and identify maintenance, safety, or compliance concerns.
• Coordinate corrective action when safety or facility concerns are identified.
• Maintain appropriate documentation of inspections, repairs, incidents, and corrective actions.
• Promote a culture of safety among facility staff, contractors, and vendors.
• Assist with emergency preparedness and facility response procedures as assigned.
• Grounds, Gardening, and Green Spaces
• Maintain a working knowledge of gardening, landscaping, and general upkeep of outdoor and green spaces.
• Coordinate routine maintenance of lawns, gardens, trees, plants, pollinator spaces, and landscaped areas.
• Monitor seasonal landscaping and grounds-maintenance needs.
• Work with staff, contractors, and vendors to ensure outdoor areas remain safe, attractive, healthy, and well maintained.
• Support organizational green-space and environmental initiatives as directed by the Facilities Director.
• All other duties as assigned.

Rincon Rewards & Benefits- How we value you:

• Health insurance
• Dental & Vision insurance
• Life insurance
• Short- and Long-Term Disability Insurance
• 403(b) Retirement Plan
• Generous PTO (Paid time off)- Accrue up to 21 days in Year 1, some PTO carryover allowable.
• Employee Assistance Program
• Professional Development Opportunities
• Employment may qualify for the Public Service Loan Forgiveness Program (PSLF)
• Certain employees may qualify for City of Chicago commuter transit benefits

Rincon’s Work Environment – What to expect:

• The Facilities Manager must be able to respond to changing facility priorities, manage multiple projects at different stages of completion, and maintain consistent communication with the Facilities Director regarding project status, safety concerns, budgets, deadlines, and operational needs.
• The position requires regular interaction with facility staff, organizational leadership, contractors, vendors, and other stakeholders. Some work may require travel between organizational locations and occasional schedule flexibility based on facility emergencies, construction activities, or operational needs.

Schedule:

• 8 hour day, 1-hour unpaid lunch.
• Monday to Friday, some evenings and weekends.

Language:

• Bilingual English/Spanish is required.

RINCON FAMILY SERVICES IS AN EQUAL OPPORTUNITY EMPLOYER

Requirements

The Knowledge and Expertise that Matters Most - What you bring to the Role:

• Organization and attention to detail
• Accountability and follow-through
• Project prioritization
• Team leadership
• Problem-solving
• Budget awareness
• Time management
• Effective communication
• Safety awareness
• Initiative and adaptability
• Ability to work independently and collaboratively
• Commitment to maintaining safe, welcoming, and professionally maintained facilities

Position Qualifications – What is required to Perform the Role:

• Required Qualifications
• Bilingual proficiency in English and Spanish is required.
• Demonstrated experience in facilities management, building operations, construction, maintenance, project coordination, or a related field.
• Working knowledge of construction management and facility improvement projects.
• Ability to read and understand contracts, proposals, scopes of work, budgets, and project documentation.
• Demonstrated project-management and organizational skills.
• Ability to manage and prioritize multiple projects simultaneously.
• Experience tracking projects and communicating project status to leadership.
• Working knowledge of budgets, purchasing, invoices, and expense reporting.
• Proficiency with Microsoft Excel and other Microsoft Office applications.
• Ability to create professional reports, spreadsheets, project trackers, schedules, and related documentation.
• Understanding of workplace health and safety standards.
• Working knowledge of gardening, landscaping, grounds maintenance, and green-space upkeep.
• Strong written and verbal communication skills.
• Strong problem-solving and decision-making abilities.
• Ability to work collaboratively with employees, leadership, contractors, vendors, and community partners.
• Preferred Qualifications
• Previous supervisory or team-leadership experience.
• Experience managing multiple facilities or projects simultaneously.
• Experience coordinating construction, renovation, or capital improvement projects.
• Familiarity with contractor and vendor management.
• Experience working within a nonprofit, healthcare, behavioral health, education, or community-service environment is preferred.
• Familiarity with preventive maintenance programs and facility management systems is a plus.