Head of Facility Management

POSITION SUMMARY

This position is a hands-on leadership role responsible for both managing facilities operations and, at times, performing routine maintenance, troubleshooting, repairs, inspections, and other facility-related work as needed. The Facilities Manager is expected to work alongside facilities staff and contractors and respond directly to building maintenance needs rather than functioning solely in an administrative or supervisory capacity.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Responsible for all purchases, including fixed assets, and establishment of purchase procedures and an integrated purchasing system. Ensures information regarding fixed asset purchases are received by appropriate accounting staff.
• Responsible for addressing space needs of the agency. Works with Executive Team members to address other space needs as they arise. Manages remodeling projects and office moves as needed, including developing work plans. Works with outside vendors to schedule work needed.
• Responsible for assisting staff with troubleshooting building and equipment problems and determines whether repairs should be completed internally or referred to a qualified contractor.
• Responsible for routine inspections of facilities to identify maintenance, safety, operational, and regulatory issues.
• Responsible for managing and coordinating staff response to urgent facility issues, including water leaks, HVAC failures, electrical problems, building access problems, weather-related damage, and other building emergencies.
• Maintains appropriate tools, equipment, replacement parts, and maintenance supplies.
• Coordinates and assists with furniture installation, office moves, equipment relocation, and workspace modifications.
• Ensures maintenance requests are appropriately prioritized, assigned, completed, documented, and communicated to affected departments.
• Responsible for ensuring all CARF standards related to safety and security is met. Responsible for reviewing and updating the Environment of Care policies.
• Maintains working knowledge of applicable federal, state, and local building codes, fire and life-safety requirements, ADA accessibility requirements, OSHA regulations, occupancy requirements, and other regulations applicable to agency facilities.
• Ensures facility repairs, modifications, renovations, and construction activities comply with applicable building codes, permitting requirements, fire codes, accessibility standards, safety requirements, and organizational policies.
• Responsible for understanding when work requires permits, inspections, licensed contractors, or other regulatory approval and ensures appropriate requirements are followed.
• Maintains knowledge of agency technology programs and/or systems needed to do the job and uses them effectively.
• Supervises mail operations to include distribution record keeping and requesting postage as needed. Provides monthly usage reports to Accountant.
• Provides oversight for the contract for all suites at the main campus. Coordinates with Supported Employment to ensure issues related to the cleaning staff are addressed appropriately.
• Responsible for non-electronic key control.
• Supervises maintenance of supply stocks including office supplies and catering cabinet.
• Acts as the contact person for all logistical functions within the Agency (i.e.; pagers, fax, phones, shredding service, long-term storage, advertising, etc.).
• Serves as a member of Forms, Manager's and Quality Improvement (QI) committees.

MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

Education/Certifications:

• Associates Degree or Bachelor's degree preferred
• Active driver's license and minimum state-required auto-insurance.

Experience Required:

• 3 or more years of supervisory or management experience with responsibility for direct reports preferred.
• 5 years of experience with facilities, commercial building maintenance, property management, construction, or work-related experience, including demonstrated hands-on maintenance experience.

Required Knowledge:

• Prior demonstrated knowledge of Facilities maintenance, purchasing systems, vendor management, and technology systems required.
• Strong working knowledge of Windows Office programs including Outlook, Excel, and Word.
• Demonstrated knowledge of commercial building maintenance and facility operations.
• Working knowledge of HVAC, electrical, plumbing, carpentry, mechanical, fire/life-safety, and other common commercial building systems.
• Working knowledge of applicable building, fire, safety, accessibility, and occupancy codes and regulations.
• Knowledge of OSHA workplace and maintenance safety requirements.
• Ability to read and interpret basic construction drawings, floor plans, equipment documentation, specifications, and maintenance manuals.
• Knowledge of preventive maintenance principles and facility lifecycle management.
• Demonstrated ability to troubleshoot building and mechanical problems and determine appropriate corrective actions.
• Knowledge of contractor/vendor management, purchasing, budgeting, and project management.
• Knowledge of applicable CARF and Environment of Care requirements.
• Proficiency with computerized work-order/facility management systems and Microsoft Office applications.

Skills/Abilities:

• Excellent communication skills, both written and verbal.
• The ability to use and troubleshoot basic business equipment.
• The ability to interact with a wide range of individuals.
• Strong ability to multi-task with a high level of accuracy and timeliness in project output.
• The ability to maintain a high level of client confidentiality.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

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

Physical Demands

• Regularly required to stand, walk, sit, speak, hear, and use hands to operate tools, equipment, computers, and other office devices.
• Frequently required to bend, stoop, kneel, crouch, reach, climb stairs, and work in confined or difficult-to-access areas.
• Must be able to lift, carry, push, or pull up to 50 pounds independently. Heavier items require assistance or the use of appropriate equipment.
• Must be able to safely climb and work from ladders or step stools.
• Requires sufficient visual ability to inspect buildings and equipment, read instructions and safety information, and identify maintenance or safety concerns.
• Requires sufficient mobility and stamina to travel throughout facilities and grounds and respond to maintenance needs.
• Must be able to drive between company locations, as applicable.

Work Environment

• Work is performed in healthcare facilities, administrative offices, mechanical and utility areas, storage spaces, outdoor areas, and occasionally construction or renovation sites.
• May be exposed to dust, dirt, cleaning chemicals, fumes, noise, temperature fluctuations, inclement weather, and moving or mechanical equipment.
• May occasionally work in areas occupied by clients experiencing behavioral health symptoms; adherence to organizational safety, confidentiality, and trauma-informed practices is required.
• Regular travel between company locations may be required.
• May occasionally be required to work evenings, weekends, or holidays or respond to urgent facility issues outside normal working hours.
• Must follow all applicable workplace safety, infection-control, emergency-preparedness, and personal protective equipment requirements.