Director of Facilities & Operations - Montclair State University

Job Description

Job Description

Job Title: Director of Facilities & Operations

Reports To:  Regional Vice President

Location: The Heights at Montclair State University, Montclair, NJ

Compensation: $115,000.00-$125,000.00 per year and a comprehensive benefits package

FLSA Status: Exempt 

Company Information

Capstone On-Campus Management (COCM), with headquarters in Birmingham, Alabama, is a group of student housing professionals focused exclusively on the management of housing communities owned by non-profits and/or highly affiliated with a university.

Summary

The primary responsibility of the Director of Facilities & Operations is the overall maintenance and custodial of The Heights at Montclair State University in Montclair, NJ. Areas of responsibility include, but are not limited to, fiscal oversight, hiring/training/supervision of maintenance and custodial team members, capital planning, development/implementation and oversight of all maintenance, cleaning, and preventive maintenance plans, and close collaboration with campus partners to create and maintain a satisfactory housing experience for residents in the community.

Primary Responsibilities:

• Seamless Assimilation: Provide leadership, development and program management for residential community integrating it into the institutional culture
• Point Person: Represent and provide communication about the residential community to University, owner, auditors, state/county/city housing stakeholders, and corporate staff. 
• Client Relations: On site coordination, communication and liaison with the University; more specifically, Residential Education and Services, Student Affairs, Finance and Treasury, University Facilities, Auxiliary Services/Dining Services, Fire Safety, University Police, Parking Services, University and Community Relations, etc.
• Accountability: Assume accountability for the management and administrative operation of the residential community including office management, staff supervision, and facility management.
• Supervision: Directly supervise one Assistant Director for Facilities and one Maintenance Supervisor. Oversee supervision of subordinate employees in the areas of Maintenance and Operations; responsible for the overall direction, coordination, and evaluation of these units. Carry out supervisory responsibilities in accordance with the organization's policies and applicable state and federal laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; maintaining personnel documentation and process bi-weekly payroll employees.
• Human Resources: Oversee human resource functions such as benefits, workers compensation claims, payroll processing, hiring, training and evaluating for direct and indirect reporting staff.
• Emergency Response: Available for emergency response at all times (unless arrangements are made with supervisor); Support of after-hours duty staff, which may include response expectations at site.
• Reporting: Distribute regular status reports about the residential community including a weekly operations report, weekly licensing report, and collaborative reporting with the University for collections, occupancy, and subordinated expenses; also includes bi-annual furniture, fixture, and equipment report and tracking; providing prompt and thorough documentation for incidents that may create liability.
• Budgets: Manage operating and capital budgets. Includes developing annual budget proposals, presenting budgets to University and Owner for approval, ensuring all expenditures fall within budget expectations, planning for unexpected expenses, tracking and approving expenditures, accounts payable functions, submitting monthly budget variance explanations, and communicating with corporate accountant.
• Accounts Payable: Provide oversight of the accounts payable area including processing invoices for payment, tracking expenditures, containing costs and providing reports regarding expenditures. 
• Contracts: Manage vendor/contractor relationships including negotiating for the most cost effective and high quality services and monitoring vendor activities for contract compliance. 
• Facilities’ Programs: Oversee facility management program including an active preventive maintenance program, promoting a culture of sustainability, a responsive maintenance ticket system with low call back volume, a well-regulated housekeeping and grounds-keeping program, inventory control and asset management, and ongoing quality improvement efforts. 
• Turn(s): Manage annual “turn” of apartments between contracts including assisting institution in conducting an efficient and student friendly move in/move out processes.
• Service Delivery: Design and implement effective systems and processes so excellent customer service is provided. 
• Other duties as assigned.

Supervisory Responsibilities

Manages subordinate supervisors who supervise employees in the areas of Maintenance, Custodial and Operations. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications

An ideal candidate will have strong experience in financial reporting, facilities management/maintenance and capital planning, marketing (print, online, social media and events), managing housing contracts/assignments, accounts receivables/payables and feels comfortable and is fluid in social media platforms. Has excellent verbal and written communication skills to interact with campus partners, students, staff, families, and community members are needed. Effective time management, attention to detail, and the ability to manage competing priorities will be necessary for success too.

Required Minimum Qualifications: 

• Bachelor’s degree.
• 7+ years in student housing operations, property management, facilities management.
• Previous experience in operations including budget, personnel, analyzing data, report generation, business administration processes, facilities management, and budget management. 
• Strong communication and interpersonal skills with the ability to collaborate effectively with students, staff, and campus partners. 
• Proficiency with Microsoft Office, student housing management software and work order management systems.
• Ability to operate standard office equipment (e.g., copier, computer, telephone). 
• Experience supervising full-time staff. 
• Strong attention to detail and organizational skills. 
• Ability to manage multiple tasks and competing priorities in a dynamic environment.
• Ability to lift and/or move up to 35 pounds.

Preferred Qualifications:

• Master’s degree preferred in higher education, student personnel, business administration, facilities, project management or a related field. 
• Knowledge of building systems such as chilled water HVAC systems, fan coil units, building automation control systems, rooftop outside air units, etc. 
• Experience in the implementation of capital projects, development of maintenance reports and presentation of results to constituents, and experience in student or multi-family housing or in a higher education environment.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The work environment is mid-to-high paced. The noise level in the work environment is usually moderate.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to walk, climb stairs, and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision and distance vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is not employment contract.

Salary commensurate on experience. Competitive benefits package, including health benefits, dental benefits, vision coverage, and 401K.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as soon as possible.

To provide equal employment opportunities to all individuals, employment decisions at Capstone On-Campus Management (COCM) will be based on qualifications and abilities. COCM does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status, veteran status or any other characteristic protected by law.