Facilities Manager

This full time position coordinates and directs YWCA facilities support services including, day-to-day facilities management and maintenance of properties, 24-hour crisis management, and security and has the overall responsibility to ensure that the maintenance and care of YWCA buildings, grounds, assets, and management of facility is within budget and exceeding standards of quality as outlined in the annual plan.

The Facilities manager ensures the maintenance of safe and clean internal and external environment, at multiple sites, for employees and customers in compliance with all state, local and federal requirements for sanitation, inspections, safety, and fire safety. This positions supports meeting national standards for model programs identified by COO, CEO and Board.

RELATIONSHIPS:

Reports to the COO. The Facilities Manager will interact with YWCA Leadership Team, Staff, ELA Teachers, Program Managers, Community members, donor organizations, EAL Parents, vendors and contractors.

ESSENTIAL FUNCTIONS:

Manage Property and Assets

• Troubleshoot equipment malfunctions and security/facility-related crisis

• Manage vendor relationships, contracts, and schedule vendors to do repairs. Negotiate the contracts with vendors ensuring that the best vendors are utilized in the execution of contracts and at the best possible price.
• Oversee and track maintenance of company vehicles in log ensuring that vehicles meet Bright from the Start safety regulations.
• Recommend and implement improvements to maintenance procedures. Implement facility policies and procedures. Updating the Standard Operations Manual. Plan and implement maintenance schedule and long-term facility plan.
• Order and purchase office, program and maintenance supplies within annual budget through approved vendors.
• Support development of long-term facility plans and assess/ensure facility is operating in the most cost-effective and efficient manner.

Oversee financial payment procedures and reporting

• Submit payment requisitions for vendor and credit card payments in a timely manner ensuring that vendors are aware and in agreement with our AP schedule prior to engaging them for service. Distribute facilities vendor checks.
• Monitor actual expense performance against budget and previous year actual financials.
• Follow up with Accounting Manager regarding discrepancies and report deviations.

Manage data collection, reporting and customer service

• Develop and ensure manuals, checklists and tools are available to manage facility operations to meet YWCA standards.
• Ensure that all communications with internal and external customers are professional, informative, and timely.

Manage space to support programming/Build partnerships

• Manage volunteers and volunteer projects while on-site.

•     Cultivate critical relationships with various local community organizations, businesses, and other non-profit partners.

QUALIFICATIONS AND COMPETENCIES

• High School Diploma Required with a minimum of 3 years’ experience working with Facilities maintenance vendor contract negotiations. Bachelor’s Degree in Engineering preferred or a combination education and experience.
• Experience in facility and administrative management, supervision, vendor evaluation, budgeting and planning.
• Problem solving and taking initiative: Seek information needed to solve problems and overcome obstacles, demonstrative the ability to be proactive, and able to articulate potential solutions to various audiences.
• Retain big picture view and organization priorities, while overseeing day-to-day operations.
• Exceptional verbal and written communication: Analyze the audience, provide well thought-out, concise and timely communications, keep peers and leadership informed, and share information with others. Ensure that communications are professional regardless of the audience.
• Demonstrated concern for efficiency and effectiveness: Look for opportunities to do things that have a positive impact on the overall YWCA performance.
• Participate as a valuable and energetic member of the executive team evidenced by competencies including strong listening and team building skills.

This job description is not intended to be exhaustive and all inclusive. As a member of the YWCA team you may be asked and expected to complete other duties as assigned.