Facilities Manager

Job Description

Facilities Manager

Facilities Team

Agency Overview

Founded in 1889, the Felton Institute is the oldest nonsectarian, nonprofit social-services provider in the City and County of San Francisco and Bay Area. Rooted in equity, our mission is to transform quality of life and promote social justice to accelerate community led change. Our vision is to drive positive and sustainable community led change where all have equitable access to innovative, high-quality, evidence-informed services.

Brief Position Summary

Under the general guidance of the Chief Financial & Operations Officer, the Facilities Manager is responsible for the direction and leadership of the facilities and office-related operations functions of all divisions acorss the organization. The Manager works with appropriate stakeholders to plan for the changing needs of the division and directs the space and facilities needs of the office, oversees moving services, and directs the safety planning, emergency response, space design and planning, site inspections, space utilization, renovation, routine maintenance, office relocation, lease management, risk management, procurement and purchasing, and equipment/supply inventory control functions for all divisions.

Job Description

Key Qualities:

• Highly skilled at managing and supporting teams and individuals, while providing ongoing encouragement, recognition, and appreciation of superior work outcomes.
• Excellent diplomacy and people skills, with an ability to stay calm and defuse stressful situations.
• Skilled at developing a keen vision for the facilities and operations functions of the organization that aligns with organizational culture, core focus areas, and current priorities of the department and organization.
  
  

Primary Responsibilities:

• Manages and directs the activities of facilities staff; coordinates, prioritizes, and assigns task and projects; tracks and reviews work progress; inspects contract work for conformity with plans and specifications.
• Oversees the optimal functioning of the Felton owned properties, including but not limited to mechanical, electrical, water and plumbing, utilities, and waste management.
• Coordinates schedules and special events operation for the purpose of ensuring required facilities preparation.
• Prioritize, plan, schedules, and coordinates daily work for preventive maintenance, repairs, janitorial, and equipment installation for Felton sites.
• Responsible for Facilities and Safety and acts as the designated Safety Committee Lead for all Felton's programs and divisions.
• Supervise staff which involves direct and indirect responsibilities for interviewing, selection, training, performance evaluations, and developing goals
• Manages building safety; responds to emergencies, conducts site inspections, and manages risk, space design, and planning.
• Collaborate with Facilities Supervisor around purchasing and receiving operations, including purchase order and requisition systems.
• Directs building capital renovations and negotiates costs with contractors.
• Manages the facilities budget, obtaining the most cost-effective bids with contractors and vendors while continuously seeking to create efficiencies and savings.
• Manages all contractual and related arrangements about facilities, building works, maintenance and supplies, cleaning, grounds maintenance, etc., including quality control of contractors' work.
• Ensure all safety, environmental, sanitation and standards are strictly adhered to within managed facilities.
  
  

Qualifications:

Minimum five (5) years’ experience in facilities management, building maintenance, and/or general office management in a non-profit capacity with supervisory experience.

Required Knowledge and Skills (knowledge of):

• Principles and practices of developing team motivating employees and managing in a team environment.
• Principles and practices of employee supervision, including work planning, organization, performance reviews and evaluation; employee training and disciplinary actions.
• Principle and practices of building and grounds, journey level maintenance and facilities managements.
• Computer applications related to the work. Microsoft Word, Excel, and PowerPoint.
• Administrative principles, including goal setting, program development, implementation, and evaluation; the management of employees through multiple levels of supervision.
• Standard office practices and procedures, including records management.
• Communicating effectively in oral and written forms.
• Techniques for dealing with a variety of individuals from various socio-economic ethnic and cultural backgrounds, in person and over the telephone.
  
  

Skills in:

• Planning, organizing, supervising, reviewing, and evaluating the work of others on the facilities team.
• Training others in policies, protocols, and procedures.
• Developing effective work teams and motivating individuals to meet goals and objectives.
• Providing customer services in the most cost effective and efficient manner.
• Preparing clear and concise reports, correspondence, and other written materials. Ability to Interpret and explaining complex project details.
• Developing general policy guidelines, protocols, and using independent judgement to solve and implement the procedures.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.