Facilities Supervisor

About Neighborhood House

Neighborhood House is a non-profit agency providing social services for children, families, seniors, and people experiencing food and housing insecurity. We have been engaging in anti-poverty work for 120 years, offering a safety net to ensure that our community has the support they need to thrive.


POSITION SUMMARY

The Facilities Supervisor is responsible for day-to-day building operations, maintenance, and facilities redevelopment projects across all Neighborhood House locations. This hands-on role supports the organization's headquarters, apartment complex, and four early learning centers by keeping each site safe, functional, compliant, and cost-effective.

The Facilities Supervisor is accountable for building safety, operational continuity, regulatory compliance, cost control, and the long-term stewardship of Neighborhood House properties, including the organization's 16,000-square-foot headquarters.

Success in this role requires broad knowledge of facility systems and physical infrastructure, hands-on maintenance and repair skills, sound judgment, and the ability to prioritize competing needs across multiple sites in a resource-conscious nonprofit environment. Regular day-to-day travel between locations is required.

JOB DUTIES & RESPONSIBILITIES

Building Operations & Maintenance

• Maintain the facility Operations and Maintenance Manual and oversee the daily operation and upkeep of HVAC, electrical, plumbing, fire and life safety, security, and building control systems.
• Perform routine inspections to identify maintenance needs, safety issues, and operational risks
• Coordinate repairs and preventive maintenance for both newly installed systems and existing building components
• Maintain building appearance, cleanliness, and functionality for staff, clients, and visitors
• Oversee organization-wide facilities cleaning vendors
• Supervise facilities volunteer work and projects
• Manage office availability and assignments at the headquarters
• Coordinate with staff to plan and complete renovations of units at the apartment complex.
• Work with the architect and contractors to coordinate and facilitate site access, inspections, measurements, deliveries, and contractor activities; answer facility-related questions and provide necessary information and access to building systems and spaces as needed.
• Oversee final cleanup and vacating of the old headquarters facility
• Perform hands-on facility repairs and improvements, including minor electrical controls, safety equipment, protective covers, and similar building upgrades within the role's qualifications
• Maintain the headquarters alarm system
• Maintain property tax exemption filings annually

Warranty & Vendor Management

• Manage all building system warranties for applicable warranty periods
• Serve as the primary point of contact for contractors, vendors, and service providers
• Track warranty claims, schedule service calls, and ensure issues are addressed in a timely manner
• Develop and manage all related vendor relationships across sites; monitor vendor performance, contracts, and service agreements
• Evaluate and suggest a facility ticketing system

Preventive Maintenance & Planning

• Develop and implement a preventive maintenance schedule for all building systems
• Maintain a standard operations manual for all facilities
• Maintain detailed maintenance and warranty logs, service and inspection records, equipment records, and vendor information
• Identify long-term capital maintenance and replacement needs, particularly for systems or components not updated during renovation
• Support leadership with facility planning and lifecycle cost projections

Safety, Security, Compliance & Risk Management

• Oversee building security systems and access control (keys/fobs) and training
• Lead the safety committee
• Ensure compliance with applicable building codes, safety regulations, ADA requirements, and nonprofit occupancy standards
• Conduct regular safety inspections and address hazards promptly
• Coordinate fire inspections, alarm testing, emergency systems checks, and coordinate facility-related emergency preparedness plans and procedures.
• Serve as point person for emergency response related to building operations

Budget & Cost Stewardship

• In partnership with Finance, develop and manage the facilities maintenance budget, including annual facility spending
• Partner with other departments and finance to develop the facilities portion of their budgets
• Monitor expenses and recommend cost-effective solutions and preventive investments
• Balance immediate maintenance needs with long-term asset protection
• Participate in the board asset development and management committee

Stakeholder Support

• Respond to facility-related requests from staff and program teams
• Coordinate facilities response from building owners in spaces Neighborhood House leases
• Support room setups for events, minor moves, and space adjustments as needed
• Communicate clearly with leadership regarding facility conditions, risks, and priorities

Facilities Redevelopment and Planning

• Participate in the board facilities planning committee
• Oversee facilities projects, including facilities development related grants
• Coordinate renovation and construction activities
• Partner with fundraising team on new grant applications

Supervisory Responsibilities

• This position supervises a part-time Property Manager for the 19th Ave. transitional housing property.

REQUIRED SKILLS AND QUALIFICATIONS

To perform the job successfully, an individual should demonstrate the following competencies:

• Familiarity with safety, compliance, and ADA requirements
• Working knowledge of HVAC, electrical, plumbing, and building systems
• Experience with budget planning and management
• Experience coordinating vendors, contractors, and service providers
• Strong organizational and documentation skills
• Ability to assess priorities, manage multiple issues, and respond calmly in emergencies
• Strong customer service experience with multiple stakeholders
• Experience managing newly renovated buildings or warranty periods
• Knowledge of preventive maintenance planning and capital replacement forecasting
• Current driver's license/insurance and ability to travel day-to-day between multiple sites (mileage reimbursement provided at standard IRS rate)

REQUIRED EDUCATION AND EXPERIENCE

• A minimum of three years of experience in facilities management, building operations, construction, and hands-on maintenance and repair (nonprofit or public-sector experience preferred)

REQUIRED CERTIFICATES, LICENSES, CREDENTIALS AND/OR REGISTRATIONS

This position does not require any specific professional certifications.

Preferred Certifications:

• Certifications in facilities management, building maintenance, or related trades (CMRT, CFM, or similar)

PHYSICAL REQUIREMENTS

The physical requirements outlined below must be met to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform these essential functions:

• Ability to use power tools safely
• Ability to walk the facility regularly and conduct inspections
• Ability to lift up to 50 pounds, climb ladders, bend over, kneel, crouch, and perform light hands-on maintenance tasks
• Availability to respond to after-hours emergencies as needed

ENVIRONMENTAL WORKING CONDITIONS

The work environmental characteristics described below are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• While performing the duties of this job, the employee is occasionally exposed to moderate noise levels typical of an office environment
• On-site role in a mission-driven nonprofit setting
• Collaborative environment supporting staff, volunteers, and community members
• Occasional evening or weekend work may be required for emergencies or special events

Benefits

Neighborhood House offers full-time employees a comprehensive benefits package, including:

• 26 days of PTO (increases with tenure) per year
• 12 paid holidays per year
• Kaiser health, vision, and dental insurance with low employee premiums
• 403b retirement plan
• Company-paid life insurance. Voluntary life, long-term disability, accident, and critical illness insurance.
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP) with free counseling

Pay: This is a non-exempt position, $31.27 to $33.00 per hour, DOE.