Senior Director Property & Facilities

Purpose of Job:

The Senior Director, Property & Facilities (P&F) is responsible for overseeing and managing the day-to-day operations of White Horse Village's facilities and grounds (Maintenance, Environmental Services & Security). They will ensure that all equipment is maintained, repair needs are addressed in a timely manner, and safety standards are met. The role involves managing teams within P&F, coordinating with various departments to ensure the facilities and grounds are running smoothly, and working with vendors to ensure timely delivery of supplies and equipment. The Senior Director must also be able to identify and implement process improvements to increase efficiency and productivity. They are responsible for maintaining compliance with all applicable regulations and managing budgets for facility operations.

The Senior Director must work closely with other departments and stakeholders to develop a comprehensive capital plan that aligns with White Horse Village's strategic objectives and budget. The plan (which includes an ongoing 10-year plan for replacement needs of specialized equipment and infrastructure (i.e., HVAC, roofing etc.) should be regularly reviewed and updated to ensure that it remains relevant and responsive to changing needs and priorities.

The Senior Director plays a critical role in ensuring that an organization's facilities are safe, efficient, and well-maintained. This position requires strong leadership skills, technical knowledge, problem-solving, communication skills and the ability to work collaboratively with other departments and stakeholders. The successful candidate will have a proven track record of managing facilities operations and team members, developing, and implementing maintenance programs, and identifying opportunities for process improvement.

Introduction:

Your job description has been designed to outline the responsibilities of your specific job title. Every effort has been made to include all items. It is understood that NOT all situations can be listed. The omission of specific duties or responsibilities does not mean that you should not complete the task. Your job description outlines the general duties as well as other duties that may be assigned by the President & CEO/Vice President Operations.

Administrative Functions:

Maintain a good work rapport with inter-departmental personnel

Assist in planning, developing, organizing, and implementing departmental activities as directed

Assist coordinating departmental service with other departments

Adhere to all WHV policies and procedures

Create and maintain a good customer service environment

Attends monthly town hall meetings as scheduled.

Training/In-Service Attendance:

Attend and participate in all required in-services and educational classes.

Completes annual compliance training.

Safety and Sanitation:

Follow and establish safety procedures and precautions when performing the aspects of your job.

Report all injuries immediately to your supervisor.

Lift using proper technique. Assist others when directed.

Report all unsafe and hazardous conditions and equipment to your supervisor.

Maintain a work area that is clean and hazard free.

Follow all infection control procedures as they apply.

Know and follow fire and disaster plans.

Use personal protective equipment when performing tasks that involve infectious materials.

Equipment and Supply Usage:

Report all equipment malfunctions or breakdowns immediately.

Report low or depleted supplies to the appropriate person.

Use equipment for its intended purpose.

Follow correct official procedures when using equipment.

Resident Rights:

Maintain the confidentiality of resident information

Handle all resident property with respect

Knock before entering a resident's living unit (if necessary)

Ensure that residents are treated fairly and with respect allowing for individuality and privacy

Uphold the residents' civil rights

Regulatory Compliance:

Follow all OSHA, DHS, DOH, CDC guidelines

Review book of Safety Data Sheets prior to working with any chemicals

Treat all team members fairly and equally without regard to race, color, creed, national origin, age, sex, sexual orientation, religion, ADA or marital status

Adhere to all local, state, or federal regulations as they apply

Abides by White Horse Village's Code of Conduct.

Committee Function:

Serve on committees as assigned.

When serving on a committee, participate to the fullest of your ability.

POSITION SPECIFIC DUTIES:

• Submit reports to President & CEO/Vice President Operations as required.
• Oversee the maintenance and repair of all facilities, including HVAC systems, electrical systems, plumbing, lighting, sewage, and security systems

Developing and implementing maintenance programs to ensure that all equipment is operating at peak efficiency and minimizing downtime due to breakdowns or malfunctions.

Regularly inspecting facility equipment to identify any issues or potential problems and taking corrective action as needed.

Monitoring performance metrics and identifying areas for improvement to enhance the efficiency and reliability of equipment.

Ensuring that all facility equipment is maintained in compliance with applicable regulations and standards.

Overseeing the work of maintenance team members or contractors to ensure that all repairs, installations, and upgrades are completed in a timely and cost-effective manner.

Managing inventory of equipment and supplies and ensuring that necessary parts and materials are available to maintain and repair facility equipment.

Collaborating with other departments to develop and implement strategies that maximize the performance and efficiency of facility equipment.

Developing and implementing contingency plans to ensure that equipment failures or malfunctions do not disrupt operations or impact safety.

• Ownership of Disaster/Emergency Management systems for White Horse Village:
• Developing and implementing emergency preparedness plans that address a range of potential disaster scenarios, such as natural disasters, fires, and workplace accidents.
• Collaborating with other departments, such as Operations, HR, and IT, to ensure that emergency preparedness plans are aligned with the needs of the organization and effectively address potential risks and threats.
• Conducting regular risk assessments to identify potential hazards and vulnerabilities and taking steps to mitigate those risks.
• Developing and delivering training programs to educate team members on emergency response procedures and best practices.
• Establishing and maintaining relationships with local emergency response agencies and organizations to ensure a coordinated response in the event of a disaster or emergency.
• Conducting regular drills and simulations to test the effectiveness of emergency response plans and identify areas for improvement.
• Ensuring that all necessary equipment, supplies, and resources are available to respond to emergencies and disasters, including first aid kits, fire extinguishers, and backup power systems.
• Maintaining accurate records of emergency response activities and expenditures and preparing reports for senior leadership and regulatory agencies as needed.

• Collaborate with the CEO and Owners Rep (if applicable) to ensure that capital improvement projects are effectively and efficiently managed.
• Staying up to date with advancements in technology and industry best practices to ensure that the facility uses the most efficient and effective equipment and processes.
• Manage department(s) team members, including hiring, training, and performance management
• Develop and implement preventative maintenance programs to minimize downtime and reduce repair costs
• Ensure compliance with all applicable regulations, such as OSHA, EPA, and building codes
• Develop and manage budgets for facilities maintenance and upgrades
• Make departmental adjustments to conform to approved budget, and/or as dictated by an analysis of the monthly operating statement
• Coordinate with other departments, such as IT and operations, to ensure facilities meet their needs
• Develop and implement capital plans to address long-term maintenance needs and upgrades
• Identify and implement process improvements to increase efficiency and productivity
• Maintain accurate records of maintenance activities and expenditures
• Respond to emergency situations, such as power outages or equipment failures, in a timely and effective manner
• Plan, develop, organize, implement, evaluate, and direct the Maintenance, Security, and Environmental Services departments, their programs, and activities.
• Mitigate risk and oversee safety and security
• Maintain compliance with all life safety requirements
• Develop and maintain Property & Facilities department(s) policies and procedures.
• Perform administrative duties such as completing necessary forms, reports, evaluations, studies etc., to assure control of equipment and supplies.
• Review the department's manuals, job descriptions etc., at least annually for revisions and make recommendations.
• Assure that outside services are properly completed/supervised in accordance with contract/work orders.
• Assure that outside contractors carry Liability and Workers' Compensation Insurance with limits which meet or exceed the minimum limits established by White Horse Village.
• Delegate a responsible team member to act on your behalf when absent from the community.
• Attend meetings, etc., as scheduled or as may be called.
• Oversee department work hours (including vacation and holiday schedules), personnel, work assignments etc., to expedite work.
• Make daily rounds to ensure team members are performing required duties and to assure that appropriate procedures are being rendered to meet the needs of the community.
• Perform all other duties assigned.

REQUIREMENTS:

• Bachelor's degree in facilities management, engineering, or a related field preferred
• 5+ years of experience in facilities management, including experience managing team member and budgets
• Strong knowledge of facilities maintenance and repair, including HVAC, plumbing, electrical, and security systems
• Knowledge of applicable regulations and building codes
• Experience developing and implementing preventative maintenance programs and capital plans
• Excellent communication, leadership, and problem-solving skills
• Ability to work effectively in a fast-paced, dynamic environment
• Strong project management skills
• Proficiency in MS Office and facilities management software

Compliance Requirements:

• Completes annual compliance and HIPAA training and exhibits behavior as set forth by the Code of Conduct in the performance of duties.
• Adheres to the Organizations Policies and Procedures regarding the Compliance Program of the organization and is timely in reporting any possible concerns.
• Follows all local, state and federal regulations as they pertain to the position.
• Adheres to the Organization's Policy and Procedures covering Privacy and Security in Compliance with HIPAA regulations.

VALUES:

• Compassion: Demonstrate care and empathy in all our interactions.
• Inclusiveness: Create a diverse environment that is welcoming and accepting.
• Growth: Explore opportunities for learning and change.
• Generosity: Give of oneself to benefit others.
• Respect: Value the worth of each person.
• Relationships: Develop meaningful connections with one another.
• Stewardship: Commit to use our resources wisely.