Director of Facilities

Summary:

The Director of Facilities is responsible for overseeing the overall maintenance, safety, and operational efficiency of the nonprofit's physical facilities. This includes managing the facilities team, overseeing repairs and maintenance, ensuring regulatory compliance, managing work orders, and leading multiple facility projects simultaneously. The Director will also analyze performance reports and utilize software tools to optimize facility operations.

Education Requirement:

Bachelor's degree in Facilities Management, Engineering, Business Administration, or a related field preferred. Equivalent experience may be considered.

Experience Requirement:

5+ years of experience in facilities management, with significant experience in a supervisory role.

Experience in managing multiple projects, analyzing performance reports, and work order management is highly desirable.

Licensure/Certification Requirement:

Optional but preferred: Certified Facility Manager (CFM), Building Operator Certification (BOC), or other relevant certifications.

Key Job Responsibilities:

Facilities Operations Management:

• Oversee the daily operations of the organization's facilities, ensuring cleanliness, safety, and efficiency.
• Develop and implement maintenance schedules for buildings, grounds, and equipment.
• Coordinate repairs and renovations, ensuring minimal disruption to service delivery.
• Ensure compliance with all relevant safety regulations, health codes, and licensing requirements.
• Manage facility use, ensuring spaces are well-maintained and meet the needs of staff, clients, and visitors.
• Lead the development of long-term plans for capital improvements and facility upgrades.

Work Order Management:

• Implement and oversee the work order management system to track all facility-related tasks, including maintenance requests, repairs, and preventive maintenance.
• Prioritize work orders based on urgency and impact on the organization's operations.
• Ensure timely completion of all work orders by assigning tasks to appropriate staff or vendors and monitoring progress.
• Regularly review and update work order processes to optimize efficiency, maintain quality standards, and improve response times.
• Generate reports from the work order system to track performance metrics, including completion rates, turnaround times, and budget impacts.

Project Management:

• Manage multiple facility projects simultaneously, including renovations, repairs, system upgrades, and space optimization initiatives.
• Oversee project timelines, ensuring that all projects are completed on time, within scope, and on budget.
• Collaborate with internal teams, contractors, and external vendors to execute projects effectively.
• Utilize project management software to track progress, budget, and timelines, and to adjust project plans as necessary.

Maintenance and Facilities Staff Supervision:

• Lead and manage the facilities team, including maintenance technicians, custodians, and other staff, ensuring effective daily operations.
• Provide guidance, training, and professional development opportunities for staff to maintain high performance and safety standards.
• Conduct performance evaluations and ensure that facilities staff adhere to organizational policies and procedures.

Vendor and Contractor Management:

• Develop and maintain relationships with external vendors and contractors for maintenance, repairs, and service contracts (e.g., HVAC, cleaning services, security).
• Oversee contract negotiations, ensuring vendors meet performance expectations and remain within budgetary constraints.
• Monitor vendor and contractor performance, ensuring timely and quality completion of work.

Budgeting and Financial Management:

• Develop and manage the facilities budget, including maintenance costs, repairs, utilities, and capital projects.
• Ensure that all facility-related spending is within budget and that financial goals are met.
• Track utility usage and expenses, implementing cost-saving measures such as energy efficiency upgrades and waste reduction initiatives.

Health, Safety, and Compliance:

• Ensure compliance with all local, state, and federal safety and building regulations, including OSHA standards and ADA requirements.
• Develop, implement, and oversee safety protocols for facilities and staff, including emergency response plans and safety drills.
• Conduct regular safety audits and inspections, addressing potential hazards promptly.
• Ensure the facilities meet safety and security standards, including fire codes, environmental regulations, and disability access.
• Lead the organization's emergency preparedness efforts, including fire drills, security protocols, and evacuation plans.
• Develop and implement safety policies and procedures for staff, clients, and visitors.

Reporting and Analysis:

• Regularly generate and analyze reports on facilities performance, maintenance costs, and project progress to identify areas for improvement and make data-driven decisions.
• Use data to forecast facility needs, allocate resources, and develop maintenance and capital improvement plans.
• Provide regular updates and reports to leadership on facilities operations, budgets, and project statuses.

Proficiency in Technology and Software:

• Use Microsoft Word, Excel, and other Office applications to create reports, track expenses, and document facilities activities.
• Proficiently use project management software (e.g., MS Project, Smartsheet, or similar) to manage multiple facility projects, track timelines, and coordinate resources.
• Familiarity with facility management and work order systems to streamline facility operations and manage tasks efficiently.

Sustainability and Efficiency:

• Implement and promote environmentally sustainable practices within the facilities.
• Identify energy-saving measures and ensure the efficient use of resources such as utilities.

Collaboration and Communication:

• Act as a liaison between the facilities team and other departments, ensuring that facility needs are aligned with organizational goals.
• Communicate effectively with leadership and staff regarding facility-related issues, project updates, and any disruptions to normal operations.

Inventory and Asset Management:

• Maintain an inventory of all facility-related supplies, equipment, and assets.
• Ensure that inventory levels are sufficient to meet the organization's operational needs and coordinate procurement when necessary

Knowledge/Skills/Abilities:

• Strong leadership and team management abilities.
• Experience with work order management systems and facilities tracking software.
• Excellent organizational and project management skills with the ability to manage multiple projects simultaneously.
• Strong analytical skills, with the ability to interpret reports and data for decision-making.
• Proficiency in Microsoft Word, Excel, and project management software (e.g., MS Project, Smartsheet, etc.).
• In-depth knowledge of building systems, safety regulations, and compliance standards.
• Strong communication skills for cross-departmental collaboration and vendor negotiations.

Physical Demands/Conditions:

• Ability to stand, walk, and move around the facility for extended periods.
• Ability to lift or carry materials up to 25-50 lbs. occasionally

This role is critical in ensuring that the nonprofit's facilities are well-maintained, operationally efficient, and aligned with the organization's mission. The Director of Facilities is expected to manage multiple facility projects, analyze performance reports, and effectively use technology to optimize operations.