Facilities Manager

POSITION SUMMARY

The Facilities Manager assists in ensuring that CitySquare properties run smoothly and provide a welcoming, safe, and secure environment. The position is highly focused on improving operating procedures while providing preventive and reliability-focused maintenance of operating systems. Oversees building and grounds maintenance as well as custodial functions. Partners with Human Resources to ensure that safety, security and emergency preparedness procedures are properly implemented. 

This section describes the primary responsibilities of an employee in this position. Please note: The primary responsibilities of this position are not limited to this list.

1. Oversee all Building Maintenance for CitySquare owned and leased facilities.
2. Manage the maintenance/repair: HVAC/Heat pumps/Geothermal/EMS system management, Electrical, lighting, janitorial, card proxy system, elevator repair, landscape, etc.
3. Understand the current geo-thermal system structure; assist with potential change to HVAC systems in future.
4. Create and manage a Preventive Building Maintenance Plan for all facilities; includes routine inspections of HVAC system, grease traps and commercial kitchen appliances (if applicable), coordination of routine inspections of fire extinguishers, AED equipment, elevators, outdoor pipes etc.
5. Manage all maintenance staff and provide hands-on instruction and daily planning and supervision.
6. Responsible for long-term planning for supply & equipment needs, while ensuring immediate-need inventory is adequate and accounted for.
7. Ensures professional appearance of all CitySquare properties (grounds and inside buildings).
8. Establish and maintain professional vendor relationships.
9. Manages and reviews assigned service contracts.
10. Understand and participate in all relative RFP’s.
11. Perform routine safety inspections of CitySquare properties and CitySquare fleet.
12. Oversee and maintain all fleet for CitySquare; includes tracking repair costs and mileage and ensuring vehicle maintenance, inspections and registrations are done timely; train staff prior to being allowed to drive company vehicles.
13. On the first workday of every month, review meter readings and provide those numbers to the Director of Finance.
14. Work with IT Manager and Human Resources to ensure all employees have proper badge access/keys.
15. Periodically, perform audit of employee badge and key lists; update Human Resources as needed.
16. Provide oversight to vendors and contractors in collaboration with the Operations Manager to ensure quality work is completed; review and approve invoices as required.
17. Manage and support capital planning and projects throughout the year.
18. Manage and support routine repairs and maintenance; if volunteer group plans to provide repairs and maintenance via approved projects, work with Volunteer Coordinator to ensure group has access to areas needed, assist in the project/oversee work.
19. Maintain records; ensure all facilities team members work areas are kept neat and free of clutter; ensure all storage areas are organized and maintained.
20. Work with CEO and CFO on a plan to bring certain services performed by vendors in-house; monitor performance of those functions once operational.  Areas that could be included:  cleaning, landscaping, power washing, etc.
21. Work with CFO to obtain maintenance contract(s) required by insurance carrier.
22. Able to be on-call, nights, and weekends, to address operational needs; prepare formal staff on-call coverage plan and submit to CFO in advance of each month.
23. Partner with Human Resources to provide safe facilities and provide guidance on facility monitoring.
24. Partner with HR to provide required safety and first aid training.
25. Serve on the Safety Committee and provide safety guidance; lead recommendations for safety improvements.
26. Provide excellent customer service and response times to maintenance requests; manage all work orders in Asset Panda and ensure timely updates by all team members.
27. Assist Operations Manager with streamlining facilities maintenance contracts, MOUs, and facility vendors, while saving money.
28. Assist CFO to support appropriate planning, coordination, and budgeting of operational activities and requirements.
29. Assist CFO in development of annual capital budget.
30. Assist CFO in evaluation of current fleet/current fleet model; make recommendation for improvements.
31. Assist CFO in sale of vehicle(s) (when needed).
32. Be knowledgeable of our programs and services offered by CitySquare and partners.
33. As a member of the Operations department, attend all meetings and assist in the success of the Operations team; present information on safety, facilities and fleet in employee orientation/other presentations as requested.
34. Ensure all repair and maintenance requests of CitySquare tenants are properly and promptly handled.
35. Maintain relationship with security team; complete incident reports as required. Immediately update Human Resources and CFO on any incident on any CitySquare property.
36. If applicable, work with Project Manager/Consultant on any eminent domain related repairs; assist with information gathering as requested.
37. Other duties as assigned.