Director of Facilities

Job Description

Job Description

Position: Director of Facilities

Job Status: Exempt

Department: Administration

Reports to: Chief Executive Officer (CEO)

Summary/Objective

With the CEO, the Director of Facilities oversees the planning, operations, and management of all physical facilities across the organization. This role ensures safety, sustainability, cost-effectiveness, and regulatory compliance while delivering exceptional internal customer service. The Director will play a strategic role in facilities planning and will work closely with the CEO to align operations with organizational goals.

Responsibilities

1. Assist in the development and implementation of long-term facilities strategies aligned with organizational objectives, including capital planning and budgeting processes for facility-related improvements and forecasting for future space and maintenance needs based on growth, utilization, and functionality.
2. Administer the administration of remodeling and maintenance repair projects.
3. Oversee the electronic maintenance repair system (maintenance cares), ensuring repairs/requests/work orders are received and answered in a timely manner.
4. Manage the preparation, evaluation, and negotiation of bids and contracts for services, ensuring that contracts are administered properly.
5. Regularly inspect buildings and premises for fire, security, and safety issues, monitors plans for compliance with state regulations, and communicate issues to program directors.
6. Monitor and/or audit energy use and conservation in facilities; develop and initiate changes to improve operations and reduce energy consumption.
7. Prepare or assist in the preparation, review, and management of the annual budget; justify building expenditures, and repairs; and analyzes operating expenses and other issues essential to the operation of PPCS properties.
8. Participate in the development of budget requests and the monitoring of expenditures according to budget allocations/appropriations ; recommend and/or initiate cost saving measures.
9. Serve as back-up contact for emergency maintenance on call outside of traditional business hours, including weekends and holidays.
10. Recommend, coordinate, and/or direct the appropriate utilization of space and resolution of other facility-related issues.
11. Review and/or revise programs to ensure compliance of operations with laws, regulations, policies, plans, and procedures.
12. Participate in conferences, training sessions, and meetings.
13. Perform other duties as requested by the CEO or as dictated by circumstances of growth and/or planning.
14. Will be responsible for IT needs.

Required Education and Experience

• Bachelor’s degree facilities management or related field experience.
• Five or more years of professional experience in the administration of capital improvement projects, contract negotiations for services, building management, space planning or related experience.
• Knowledge of HIPAA/privacy standards and professional boundaries.
• Capability of interacting with clients who experience substance abuse, mental illness, homelessness or HIV.
• Proficient in understanding management agreements and contract language.
• Working knowledge of computer software programs and base building systems
• Demonstrated ability to exercise good judgment.
• Excellent interpersonal skills and communication skills.
• Ability to work a flexible schedule as needed, on call after hours and weekends.
• Passionate about the mission of PPCS and able to promote and communicate the philosophy, mission, and values of PPCS to external and internal stakeholders.
• Knowledge of Office 365.

Physical Demands

While performing the duties of this job, the employee is regularly required to stand; reach with hands and arms; and talk or hear. The employee is occasionally required to walk and sit. The employee may occasionally lift or move products and supplies, up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Regular attendance and punctuality are required to perform job duties effectively.

Travel: Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.