Facilities and Projects Manager

Job Description

Job Description:\n\nDescription:Position Summary\nThe Facilities and Projects Manager is responsible for helping ensure that all Ocaquatics Swim School locations are safe, clean, welcoming, efficient, and well maintained for our team members, families, and community.\nThis is a working manager role. The Facilities and Projects Manager leads the maintenance and custodial team while also personally performing hands-on repairs, maintenance, troubleshooting, and urgent facility support when needed.\nThis role requires strong technical ability, excellent organization, clear communication, full bilingual fluency in English and Spanish, strong relationships with the team, and consistent follow-through. The Facilities and Projects Manager must be able to manage day-to-day facility needs while also organizing and completing larger projects across all five Ocaquatics locations.Depending on the candidate’s experience and readiness, this position may begin as a Facilities and Projects Manager in Training role before progressing to the full Facilities and Projects Manager title.\nPurpose of the Role\nThe purpose of this position is to support Ocaquatics’ mission by protecting and improving the physical spaces where our team members work and where families trust us to teach their children.\nThis role makes a positive difference by:\n\n Creating safe, clean, and well-maintained facilities\n Supporting team members so they can focus on serving families\n Responding quickly and professionally to facility needs\n Managing projects that improve our locations\n Caring for equipment, buildings, pools, and resources responsibly\n Helping Ocaquatics live its commitment to people and the planet\n\nReporting Relationship\nThe Facilities and Projects Manager reports to the Operations Manager.\n\nLocations Supported\nThis position supports all Ocaquatics Swim School locations and requires reliable transportation between locations. A company vehicle may be provided.\n\nTeam Leadership Responsibilities\nThe Facilities and Projects Manager directly supervises the maintenance and custodial team. Responsibilities include:\n\n Build strong, trusting relationships with maintenance and custodial team members\n Lead with humility, professionalism, and a servant-leadership mindset\n Support, coach, mentor, and develop direct reports\n Help hire, train, schedule, and evaluate maintenance and custodial team members\n Communicate clear expectations for quality, safety, cleanliness, and accountability\n Delegate work appropriately and follow up consistently\n Hold team members accountable in a respectful and effective way\n Address performance concerns directly and promptly\n Recognize strong performance and encourage team growth\n Plan and lead maintenance and custodial team meetings as needed\n Help ensure appropriate staffing while avoiding unnecessary payroll costs\n Support a No Drama Workplace by focusing on solutions, clarity, teamwork, and respectful communication\n Be prepared to cover shifts in emergency team shortages\n\nFacilities and Maintenance Responsibilities\nThe Facilities and Projects Manager is responsible for the ongoing condition, safety, cleanliness, and readiness of all Ocaquatics facilities. Responsibilities include:\n\n Oversee regular maintenance of all locations\n Personally perform hands-on repairs and maintenance when appropriate\n Troubleshoot facility and equipment issues\n Maintain safe, clean, organized, and welcoming facilities\n Respond to urgent maintenance needs\n Oversee pool systems and aquatic facility equipment\n Support maintenance of pumps, heaters, filters, HVAC systems, dehumidification systems, plumbing, electrical systems, and general facility equipment\n Ensure maintenance tasks are completed properly and on time\n Develop and improve preventive maintenance systems\n Track recurring maintenance needs and identify patterns\n Ensure custodial standards are consistently met\n Coordinate larger maintenance periods and facility improvement work\n Help locations remain operational, efficient, and prepared to serve families\n\nProject Management Responsibilities\nThe Facilities and Projects Manager is responsible for organizing and managing facility-related projects across all locations. Responsibilities include:\n\n Manage repair, replacement, renovation, and improvement projects\n Prioritize projects based on safety, urgency, business impact, cost, and team needs\n Create and maintain clear project lists, timelines, and follow-up systems\n Coordinate vendors, contractors, inspections, and permits when needed\n Track project status and communicate updates clearly\n Follow through on open items until completion\n Manage multiple projects across multiple locations at the same time\n Anticipate obstacles and communicate early when support or decisions are needed\n Ensure projects are completed with quality, accountability, and minimal disruption to operations\n\nVendor, Budget, and Asset Responsibilities\nThe Facilities and Projects Manager works with outside vendors and helps manage facility-related costs responsibly. Responsibilities include:\n\n Work with outside vendors and contractors for facility issues\n Request, review, and track proposals, bids, invoices, and project estimates\n Communicate clearly with vendors about expectations, timelines, and quality standards\n Help ensure work is completed properly before invoices are approved\n Work within budgetary expectations\n Identify cost-effective solutions without compromising safety or quality\n Create and maintain an asset tracking system\n Help plan for equipment repair, replacement, and future purchases\n Maintain a wish list or replacement plan for future facility needs\n Support responsible purchasing and long-term equipment care\n Consider energy efficiency, water conservation, waste reduction, and environmental responsibility when making facility decisions\n\nSafety and Risk Management Responsibilities\nSafety is one of Ocaquatics’ core values and is a primary responsibility of this role. Responsibilities include:\n\n Maintain safe facilities for families, students, team members, and visitors\n Identify and correct hazards promptly\n Conduct regular walk-throughs of each facility\n Respond quickly to safety concerns\n Understand and reduce potential liability risks\n Enforce safety expectations related to facilities and maintenance\n Ensure equipment and facility systems are properly maintained\n Be prepared to respond calmly and properly during emergencies\n Serve as an Aquatic Facility Operator or oversee AFO/CPO-level facility standards\n Help ensure certified team members are properly trained and supported\n Manage facility security needs, including keys, access, opening procedures, and closing procedures\n\nCommunication and Accountability Expectations\nThe Facilities and Projects Manager must communicate clearly, professionally, and consistently. Responsibilities include:\n\n Communicate regularly with the Operations Manager\n Provide weekly updates, reports, or communication logs as requested\n Read all other weekly Leadership reports and respond to pertaining reports\n Communicate facility concerns, project status, and urgent needs clearly\n Work directly with location managers, regional leaders, the operations team, and support team members\n Listen actively to concerns and seek practical solutions\n Follow through on commitments\n Communicate early when deadlines, budgets, or expectations may not be met\n Take ownership of mistakes and help solve problems without blame\n Maintain professionalism when handling urgent, stressful, or unexpected situations\n Model the OWN IT Mindset by operating with purpose, welcoming growth, navigating challenges with courage, investing in people, and transforming together\n\nLeadership Development Expectations\n\n Managers must attend monthly Leadership Lunch and Learns. Managers may only miss 1 per year.\n\nHospitality and Culture Expectations\nAt Ocaquatics, hospitality applies to every role, including facilities leadership. The Facilities and Projects Manager is expected to:\n\n Treat team members as our first customers\n Build positive relationships with team members, families, vendors, and visitors\n Greet others warmly and professionally\n Model service-oriented behavior\n Bring positive energy to interactions\n Fix issues proactively when they are noticed\n Support a culture of teamwork, respect, accountability, and continuous improvement\n Demonstrate Ocaquatics’ core values: Safety Focused, Service Oriented, Team Players, Fun and Friendly, Purpose Driven, and Always Learning\n\nRequired Knowledge, Skills, and Abilities\nThe ideal candidate will demonstrate:\n\n Full bilingual fluency in English and Spanish, including the ability to communicate clearly and professionally with team members, families, vendors, and leaders in both languages\n Strong leadership and relationship-building skills\n Strong organizational and time-management skills\n Ability to manage multiple priorities across multiple locations\n Ability to work independently without constant direction\n Ability to delegate and follow up effectively\n Ability to coach, mentor, and hold others accountable\n Strong problem-solving and troubleshooting ability\n Good judgment about when to personally complete work and when to involve a vendor\n Ability to remain calm under pressure\n Strong attention to detail\n Strong written and verbal communication skills\n Ability to work respectfully with team members, families, vendors, and managers\n Willingness to continue learning new systems, tools, and procedures\n Commitment to safety, quality, service, teamwork, and Ocaquatics’ purpose\n\nTechnical Experience and Certifications\nRequired or strongly preferred experience includes:\n\n General facility maintenance\n Pool systems and aquatic facility operations\n Pumps, filters, heaters, and related pool equipment\n HVAC and dehumidification systems\n Basic plumbing\n Basic electrical troubleshooting\n General repairs and maintenance\n Vendor coordination\n Project management\n Preventive maintenance systems\n Custodial operations and cleanliness standards\n AFO, CPO, or similar aquatic facility certification, or willingness and ability to obtain certification\n\nPhysical Requirements and Working Conditions\nThis role requires the ability to perform hands-on facility and maintenance work. The Facilities and Projects Manager must be able to:\n\n Travel between all Ocaquatics locations\n Walk, stand, bend, reach, climb, kneel, and work in maintenance areas\n Lift and carry up to 50 pounds unassisted, and push, pull, or move heavier equipment or supplies with appropriate assistance or equipment\n Use basic tools and maintenance equipment safely\n Work around pools, pool equipment, chemicals, mechanical rooms, and wet environments\n Work indoors and outdoors\n Climb ladders when needed\n Respond to urgent facility needs\n Perform work that may occasionally be physically demanding\n Follow safety procedures at all times\n\nAfter-Hours and Emergency Expectations\nThis role may require availability outside normal working hours when urgent facility, safety, security, or operational needs arise. The Facilities and Projects Manager is expected to:\n\n Respond to after-hours emergencies when needed\n Help determine whether an issue can wait or requires immediate action\n Coordinate emergency vendors or repairs when necessary\n Communicate urgent issues clearly to the Operations Manager and affected location leaders\n Support business continuity and safety during unexpected facility issues\n\nWinter Break Work Requirements\n\n The December 23 – January 2 winter break period is a required work period for this position. All Ocaquatics locations are closed during this time, making it the primary period for facility projects, maintenance work, and location improvements across all sites. The Facilities and Projects Manager is expected to be available and present throughout this period.\n\nTime off requests will not be approved for any dates between December 23 and January 2.\nDays worked during this period will be allocated as PTO to be used at a later date, subject to Ocaquatics' standard PTO policies. PTO will be allocated at an equivalent rate of hours worked, up to 8 hours per day.\nManager in Training Pathway\nOcaquatics typically develops managers from within the company whenever possible. Candidates who are interested in the Facilities and Projects Manager position may first be considered for a Facilities and Projects Manager in Training pathway before being granted the full Facilities and Projects Manager title.\nThe Manager in Training process is a learner-controlled development process that may take approximately 90 days to 12 months, depending on the candidate’s prior experience, current skill level, leadership readiness, technical knowledge, and training needs.\nDuring the Manager in Training process, the candidate will work on developing the leadership, technical, communication, project management, and accountability skills required for the full Facilities and Projects Manager role. Progression through the program is based on demonstrated competency, consistent follow-through, strong relationships with the team, alignment with Ocaquatics’ core values, and readiness to fully lead the maintenance and custodial function across all locations.\nCompletion of the Manager in Training process does not depend only on time in the role. The full Facilities and Projects Manager title is granted when Ocaquatics determines that the candidate has demonstrated the judgment, skills, leadership, accountability, and independence needed to successfully perform the full responsibilities of the position.\nFirst 90 Days Success Expectations\nDuring the first 90 days, success in this role will be measured by the candidate’s ability to:\n\n Build trust and positive working relationships with the maintenance and custodial team\n Build effective relationships with location managers and operations leaders\n Learn the facility needs, equipment, systems, and priorities of each location\n Demonstrate hands-on competence in maintenance, troubleshooting, and repairs\n Organize existing projects and open facility issues\n Create clear systems for tracking priorities, follow-up, and completion\n Demonstrate strong adherence to Ocaquatics’ core values\n Communicate consistently and professionally in both English and Spanish\n Show accountability, reliability, and good judgment\n Begin strengthening team expectations around quality, safety, cleanliness, and follow-through\nFirst Year Success Expectations\nDuring the first year, success in this role will be measured by the candidate’s ability to:\n\n Lead a strong, accountable, and service-oriented maintenance and custodial team\n Maintain safe, clean, reliable, and welcoming facilities across all locations\n Build a consistent preventive maintenance system\n Improve project tracking and completion across all locations\n Strengthen vendor relationships and cost control\n Improve asset tracking and equipment replacement planning\n Communicate clearly with the