Facilities and Fleet Manager

Job Description

Job Description

Position: Facilities and Fleet Manager

Reports To: Vice President of Programs

Status: Full-Time, Exempt

Location: San Diego County

Department: Programs

Position Summary

The Facilities and Fleet Manager is responsible for the effective administration, coordination, maintenance, safety and compliance of Home Start’s owned and leased program properties throughout San Diego County, excluding the Texas Street headquarters. This position requires strong administrative and organizational skills, sound judgment, and the ability to independently prioritize competing and urgent needs across multiple locations. The Manager maintains accurate records and schedules, coordinates vendors and contractors, oversees fleet operations, monitors compliance requirements, and communicates proactively with staff and leadership regarding priorities, status, risks, and resolution of facility and fleet matters.

Essential Duties and Responsibilities

Facilities Management

• Oversee daily operations, maintenance, and repairs of Home Start’s housing and program facilities.
• Ensure compliance with health, safety, and building regulations, including ADA, fire, and occupancy codes.
• Conduct regular site inspections to identify maintenance needs, safety hazards, and compliance issues.
• Manage vendor and contractor relationships and service agreements, including obtaining quotes, scheduling work, communicating expectations, monitoring performance, following up on outstanding work, and verifying satisfactory completion
• Develop, maintain, and actively manage preventive maintenance schedules for all properties, ensuring required work is completed and appropriately documented.
• Manage facility access systems, keys, and security procedures.
• Track facilityrelated budgets, purchase requests, invoices, vendor documentation, and procurement activities in collaboration with program leadership and Finance; ensure documentation is complete, accurate, organized, and submitted timely.

Assess, prioritize, and respond to facility requests based on safety, operational impact, urgency, and available resources, ensuring critical needs are addressed promptly.

• Serve as the primary point of contact for emergency repairs and facilityrelated incidents, including afterhours emergencies; assess urgency, initiate an appropriate and timely response, escalate significant or uncertain safety risks to leadership when necessary, and provide status updates through resolution..
Fleet Management
• Manage Home Start’s vehicle fleet, ensuring compliance with registration, insurance, inspection, and maintenance requirements.
• Schedule and document regular vehicle maintenance, including oil changes, inspections, and repairs.
• Coordinate with staff to ensure safe and responsible use of agency vehicles.
• Monitor fuel card usage and implement costsaving strategies for fleet operations.

Maintain an organized fleet management system to track vehicle assignments, registration, insurance, mileage, fuel usage, maintenance schedules, repairs, inspections, and other required documentation

Administrative and Operational Management
• Maintain accurate, organized, and timely electronic records, calendars, schedules, work requests, vendor records, invoices, inspection documentation, and other facility and fleet records.
• Utilize Microsoft 365 and other agency systems to independently manage email, calendars, spreadsheets, documents, shared files, task tracking, and communications.
• Establish and maintain systems for tracking projects, open items, priorities, deadlines, recurring requirements, responsible parties, and followup activities through completion.
Compliance and Safety
• Support and monitor facilityrelated compliance with applicable OSHA, Cal/OSHA, and workplace safety requirements within the scope of the position .
• Support emergency preparedness planning, including evacuation routes and facility safety plans.
• Collaborate with HR and program leadership on safety training and workplace inspections.
• Track and report facility and fleet safety metrics.
Communication and Follow-Through
• Provide clear, timely, and proactive communication to staff, leadership, vendors, and contractors.
• Communicate priorities, expectations, status, delays, risks, and resolution of facility and fleet matters.
• Respond to requests within established expectations and provide updates when immediate resolution is not possible.
• Track issues through completion and verify that work has been satisfactorily resolved before closing requests.
Other Responsibilities
• Serve as a responsive and solutionsoriented resource to program staff and leadership for facility and fleet needs, ensuring requests are appropriately prioritized, communicated, tracked, and resolved.
• Recommend and implement improvements to systems, processes, and vendor efficiency.
• Attend and actively participate in required inperson and virtual meetings and communicate proactively with the supervisor when unable to attend or fulfill a commitment.
Core Competencies
• Administrative organization and attention to detail
• Prioritization and sound judgment
• Accountability and followthrough
• Clear and proactive communication
• Microsoft 365 and technology proficiency
• Vendor and contractor management
• Problem solving and independent decisionmaking
Qualifications
• Bachelor’s degree in Facilities Management, Business Administration, or related field preferred; equivalent experience considered.
• Minimum of 5 years’ of progressively responsible experience in facilities management, property operations, fleet operations, or a related operational role, including demonstrated responsibility for administrative systems, vendors, documentation, and competing priorities
• Strong knowledge of building systems, preventive maintenance, and safety regulations.
• Proven ability to coordinate vendors, contractors, and service providers.
• Demonstrated ability to organize and manage multiple competing priorities, maintain accurate records, meet deadlines, exercise sound judgment, and independently follow assignments through completion
• Demonstrated proficiency with Microsoft 365, including Outlook, Excel, Word, Teams, and SharePoint/OneDrive, with the ability to independently manage electronic communication, calendars, spreadsheets, documents, and shared files.
• Ability to work independently across multiple sites and respond to afterhours emergencies.
• Valid California driver’s license and reliable transportation required.
Work Environment

This position requires regular travel to program sites across San Diego County. Work is performed both in office and field settings, with exposure to typical maintenance environments.

Physical Requirements

Must be able to lift up to 40 pounds, climb stairs, and perform basic physical tasks related to facility inspections or minor maintenance.

Benefits That Support You

At Home Start, we invest in the people who make our mission possible. Eligible employees enjoy:

• Medical coverage: Up to 100% of employee medical premiums paid by Home Start.
• Additional insurance: Dental, vision, and life insurance options.
• Retirement savings: 401(k) with an employer match of up to 4%.
• Paid sick leave: Fulltime employees accrue up to 96 hours annually.
• Paid vacation: Fulltime employees accrue 80 hours during their first year.
• Paid holidays: 10 observed holidays, plus three additional paid days off between Christmas and New Year’s Day.

Benefits are subject to eligibility requirements and applicable plan terms.

Home Start, Inc. is an equal opportunity employer and does not discriminate in the hiring of personnel because of gender, race, color, religion, creed, national origin, ancestry, citizenship pregnancy, age, marital status, sexual orientation, medical condition, genetic information, gender identity or gender expression, physical or mental disability, military or veteran status or any other consideration made unlawful by federal, state or local laws.