FACILITIES AND DISTRIBUTION MANAGER

Facilities And Distribution Manager

Homeward Alliance

Ft. Collins/Greeley

Organization type: Nonprofit

Type of role: Full-time

Job Category: Other

Salary: $59,000 - $59,000

Position Summary:

The Facilities Manager is responsible for the operation and cleanliness of Homeward Alliance's buildings, primarily the Murphy Center for Hope (the Day Shelter and Resource Center), and the Distribution Warehouse and Family Services building. In addition, this position oversees the Distribution Program, which procures, sorts, stores, and redistributes new and gently used products in service to clients.

The Facilities Manager is a member of the Leadership Team, reporting to the Programs Director. As such, the manager is expected to understand the role of the program within the context of Homeward Alliance's mission and vision, in partnership with all other programs, with a high-level view of the organization's role in the larger community. They must prioritize client needs while maintaining a comprehensive understanding of organization funding requirements. The manager is expected to carry these values through to their team.

The manager should be able to work autonomously, recognize successes, and identify issues while providing solutions. There is also an expectation of continuous improvement in the services we provide to clients.

In addition to facility responsibilities, the manager must excel in staff management. A good people manager will recognize individual employee needs while maintaining fidelity to the program and clients, enable professional and career growth, and provide authentic yet constructive feedback.

Due to the nature of this job and its leadership role, this is a salaried position. Hours are flexible if the program is running successfully, and in turn, willingness to be flexible in serving in this role is needed. Managers are expected to contribute to organization-level duties and functions, including fundraising events, public presentations, and other activities outside of regular working hours.

This position reports directly to the Programs Director.

Responsibilities:

• Maintain the Murphy Center and Distribution Warehouse buildings and grounds with a high level of cleanliness, tidiness, and safety for all their occupants, at all times.

• Maintain the organization vehicles, and all associated paperwork.

• Manage the security systems, in partnership with the vendor as needed.

• Ensure safe operations of the HVAC, fire suppression, locksmith, laundry, plumbing, electrical, and PA systems.

• Ensure safety of the grounds around the buildings, including snow removal, landscaping, and trash.

• Maintain the Murphy Center Garden, with a seasonal plan for planting and maintenance.

• Order supplies needed for the equipment and appliances that are used in the Food Pantry and Family Services, and to clean the buildings.

• With the Murphy Center Director, ensure quantity and quality standards are met for the operations and distribution of products through the Food Pantry, and the Gear Room.

• Identify building-related needs (e.g. maintenance), and either address the issues directly or manage appropriate vendors.

• Identify areas of potential growth, and implement and oversee building and grounds projects, working with donors, volunteers, and contractors.

• Approve and submit invoices in a timely manner.

• Update contracts and vendors to ensure that the contract agreements are being met, that they remain cost effective and still meet the needs of the organization.

• Serve as a leader at the Murphy Center, being a calming presence during tense client situations, assisting on-site security, and being back up to the Murphy Center Director during absences.

• With the help of staff, cover the duties of the entire team during absences, to maintain a high quality of service and cleanliness.

Management/Supervision:

• Supervises the Facilities Coordinator and the Distribution Coordinator.

• Provides general management and support of personnel, including hiring, training, timecards, PTO, supervision, career growth, tough conversations, and corrective action plans if needed.

• Creates and implements comprehensive onboarding processes for new hires.

• Manages the program budget, including expense reports, approval of expense requests, and processing of receipts, ensuring responsible allocation of resources and financial sustainability.

Program Development:

• Develops and maintains relationships with vendors and contractors, donors and volunteers, neighbors and community partners.

• Participates in the development and implementation of relevant department and agency projects.

• Creates and maintains all program documents, e.g., Policies and Procedures.

• Conduct ongoing needs-gap analysis to meet the needs of our clients and meet/exceed grant outcomes and expectations.

Data and Reporting:

• Conducts ongoing data collection and data analysis to inform department decisions.

• Monitors services and programs to ensure target outcomes are achieved and aligned with funding requirements and goals.

• Understands grant reporting requirements, assists the Development Team in crafting grant applications, and provides grant reporting data and narratives as needed.

Organization Level Duties:

• Engage in weekly meetings with the Programs Director to share updates, current programmatic goal expectations and explore new ideas to improve the program and services.

• Communicate with external stakeholders on behalf of Homeward Alliance. Communications include presentations, emails, phone calls, and attendance at community-level meetings.

• Produce or support the production of reports (e.g. program evaluations, monthly data reports for Board of Directors) for internal and/or external dissemination.

• Adheres to company policies, procedures, and standards; act with an appropriate sense of urgency and accountability, correctly handle confidential information; and maintain professional relations and boundaries with those contacted during work.

• Other duties as assigned.

Skills and Qualifications:

• Building maintenance or building management experience required.

• Janitorial experience.

• Supply chain, warehouse, or inventory experience.

• Ability to manage direct reports, understanding the difference between the needs of staff versus clients.

• An attitude of "higher level thinking" that enables the program to serve more clients, with better services.

• An understanding of grants, reporting requirements, and data analysis.

• A high degree of accuracy, organization, thoroughness, and attention to detail required, to meet a demanding workload.

• Strong interpersonal skills, the ability to develop strong working relationships, and the ability to manage conflict.

• Ability to establish and develop effective, collaborative relationships with vendors, contractors, staff, board members, volunteers, community groups, employers, current and potential donors, corporate sponsors, agency partners and other key stakeholders.

• Experience working with vulnerable populations.

• Passion for social impact and advocacy for marginalized populations; sensitivity to cultural and socioeconomic characteristics of the population served.

• Self-starter with the ability to work independently.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) or Google Workspace; comfort with technology in general.

• Ability to communicate clearly and professionally in English, both verbally and in writing, including listening, and mediation.

• Bilingual (Spanish) preferred.

• Alignment with Homeward Alliance's values and commitment to practicing efforts which promote diversity, equity, and inclusivity, as well as Housing First and Harm Reduction philosophies, and Trauma-Informed Care.

• Must be able to pass a background check, legally work in the United States, and maintain confidentiality of protected personal and health information.

• Must be able to attend meetings and visit partners/clients virtually and/or in-person with own transportation or possess a driving record and valid driver's license (to access agency vehicles).