Facilities Manager

Growing private Family Office is looking for talented professionals to be a part of a dynamic team. The family office prides itself on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

Job Summary

The Facilities Manager is responsible for all aspects of facilities maintenance and operation on a private estate, including but not limited to general upkeep of buildings and structures, repairs and handyman tasks, construction and renovation projects, and the development and implementation of preventative maintenance protocols. As a department head reporting to the private estate manager, the manager will plan, schedule and supervise all facilities maintenance and building projects, lead and direct the Facilities Team, schedule and supervise outside vendors and contractors, implement and enforce worksite safety protocols and otherwise maintain the property with excellence in preparation for and for the duration of Owner and Guest occupancies.

Essential Duties and Responsibilities

• Management, operation and maintenance of property/facilities (65%)
• Scheduling and management of Facilities Team and outside vendors (10%)
• Management of building and renovation projects (10%)
• Performance of property maintenance, building projects and technical repairs (5%)
• Administrative tasks, purchasing, contracts, budgeting, and expense reporting (10%)

Responsibilities and Duties

• Management of all Facilities personnel, including Supervisory Team, Facilities Technicians, Equipment Operators and Construction Specialists
• Oversight of all aspects of property management, including but not limited to systems operation and maintenance, repairs and handyman tasks, supervision of construction and renovation projects, operation and maintenance of pool and spa facilities, heavy equipment operations, exterior maintenance and deep cleaning, maintenance of finishes and architectural coatings, and general operational tasks
• Performance of daily walk-throughs of buildings and property areas to assess condition and identify, oversee and/or close out projects
• General oversight of Facilities CMMS and BMS platforms
• Management, scheduling and coordination of vendors and contracted service partners
• Coordination with Design and Construction Team; Facilities/Operations liaison with Owner representatives, architects, engineers, project managers and contractors
• Development and management of service contracts
• Assessment and diagnosis of problems to determine the proper course of intervention/repair
• Development and implementation of Preventative Maintenance programs
• Development and organization of SOPs and O&M Manuals
• Development and presentation of project proposals
• Maintenance of inspection/service logs, equipment and supply inventories
• Supervision of all utility and shop areas, tools, equipment, vehicles, materials and supplies
• Supervision of general operations, including but not limited to pest control programs, trash and recycling operations and all property utilities
• Oversight of major property systems including but not limited to potable and waste water systems, wastewater treatment plant, chiller plant and electrical distribution
• Management of regulatory and compliance protocols including but not limited to DOH, DOW and CWRM reporting, annual certifications and safety inspections
• Development, implementation and enforcement of workplace safety protocols
• Purchasing, expense tracking and reporting
• Development and management of departmental budget
• Performance of annual employee evaluations; coordination and support of HRM functions
• Regular meetings with Management and Supervisory Teams
• Reporting to Ranch Manager and Director of Facilities as requested
• Performance of related duties as assigned

Job Skills and Qualifications

• Minimum of ten (10) years of employment history in Property/Facilities Maintenance or related fields, with managerial experience in hotel facilities or luxury properties preferred
• Comprehensive understanding of building/property maintenance procedures and protocols
• Strong leadership skills; ability to develop, manage and direct a diverse team of facilities technicians to successfully maintain a high-level private estate
• Comprehensive knowledge of a wide range of building trades, including but not limited to architectural/engineering, general contracting, and property operation/maintenance
• Skilled in the management, operation and maintenance of complex building systems
• Comprehensive knowledge of architectural coating and finishes maintenance, with experience in tropical climates preferred
• Strong communication skills; ability to communicate professionally with management, Owners/Guests, colleagues, suppliers, vendors and general staff
• Ability to work constructively alongside other department heads; willingness to serve and support wherever needed
• Excellent diagnostic and mechanical skills
• Excellent analytical and problem-solving skills
• Fluency in the reading of building plans and design schematics
• Ability to develop and implement preventative maintenance protocols in order to ensure optimal property condition at all times
• Skilled in the development of project plans, including the taking of measurements, determination of proper supplies and materials, and accurate calculation of material sizes and quantities
• Experience and aptitude in the use of hand tools, power tools, shop equipment and light machinery
• Strong computer skills, including office productivity applications, CMMS and BMS platforms
• Ability to take direction, execute projects as expected and work with team members
• Comprehensive understanding of worksite safety practices and protocols; ability to develop, implement and enforce health and safety programs
• Strong budget development and management skills
• Solid basic math skills
• Good physical condition, stamina and dexterity
• Valid Driver's License
• Reliable vehicle to get to and from work or other reliable transportation

Education Requirements

• High School Diploma or equivalent
• Bachelor's Degree in relevant field, Vocational/Technical training or equivalent work experience

Physical Demands and Work Conditions

• Bending, stooping, reaching, kneeling, squatting
• Working in cramped spaces and on step-stools/ladders
• Pushing, pulling, lifting up to 50 pounds
• Working outdoors with or without wet, dusty or windy weather conditions
• Working in noisy pump-room environments
• Working with and around combustible and/or hazardous materials, using proper PPE
• Able to drive a side by side "Utility" vehicle (UTV)
• Able to drive a full-size work truck with trailer
• Able to operate machinery and heavy equipment

Competencies

• Trustworthiness and Integrity: Always acting in the best interest of the owner
• Communication: Ability to communicate clearly and concisely, both written and verbal, to relate insights and understanding of issues or problems in a skillful way to supervisors, colleagues, external parties and owners; understanding of the necessity and protocol to pass on important information
• Team Player: Connects with coworkers, leaders, and external vendors in an effective manner; considers how his/her actions affect other groups or team members; models a spirit of cooperation with other members of the work group; works effectively and cooperatively across groups; understands the need for and requirements of the chain of command
• Flexibility: Ability to work both independently and in a team setting; willingness to work in a wide range of roles, as needed; willingness to assist other departments, as needed
• Critical Thinking: Asks the right questions to obtain the information needed to assess situations properly; anticipates and responds quickly to problems; finds ways to get projects accomplished efficiently; positively impacts the team by managing time effectively
• Attention to Detail: Ability to listen and understand information and ideas presented; ability to execute projects and tasks with excellence
• Proactive: Goes above and beyond what needs to be done; has the confidence to initiate action independently and address unexpected problems or opportunities without prompting
• Discretion: Understanding of the nature of private family service and the need for absolute privacy and confidentiality

Direct Reports

Facilities Supervisor (Systems/Equipment); Facilities Supervisor (Construction); Facilities Supervisor (General Maintenance)

Salary Range

$139,000-$194,000 USD

The private Family Office is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate. We encourage applicants from all ages and backgrounds.