Director, Facilities

Position Type: Full-Time

Status: Exempt

The Arc of Union County, Inc. is a non-profit, 501c organization headquartered in Springfield, NJ, dedicated to enriching the lives of individuals of all ages with intellectual and developmental disabilities. The Arc serves more than 1,000 adults and children each month from the 21 towns in Union County, as well as the greater Northern and Central NJ counties. Under the direction of the Associate Executive Director, Operations or designee, this position is responsible for the overall management of assigned buildings and property within The Arc of Union County. The Facilities Director is responsible for providing programmatic direction and leadership to all assigned maintenance staff. Additionally, the incumbent will be responsible for the implementation of new building or property maintenance services as directed. The incumbent will assemble the maintenance staff through timely daily communications and direction to assure the development of staff skills and competencies in their performance and their ability to deliver service excellence in completion of assigned duties and tasks.

This position is a hands-on job assignment. The Facilities Director is responsible for setting strategies, developing standards, process improvements, and overseeing all facilities maintenance operations; ensuring that repairs, space planning, and utilization changes, and construction or renovation activities are within established budgets and meet the strategic needs of the agency. The role is responsible for the agency's maintenance activities for buildings, grounds, and utility systems including carpentry, painting, grounds and building maintenance, building service, electrical and HVAC activities. Awareness and responsive to supporting green initiatives and infrastructure when/where applicable.

The agency has four Commercial Properties and Thirty Group Homes. This role is also responsible for support and or direct management of real estate activities for the agency including the management of leases and agency properties, interface with agency township officials for acquiring licenses and or approvals for operations for agency properties across the county. Oversees the development and implementation of all physical security policies and programs designed to increase the effectiveness of agency security, mitigating the agency's exposure to loss and liability. The Director is responsible for activities associated with ensuring compliance with state, federal and OSHA and related regulations, as well as with agency safety regulations.

Oversees compliance with all applicable local, state, federal, regulatory, and/or accrediting body standards, including but not limited to DDD/CARF/DCF/DHS, OSHA, and other relevant government agencies, Work on Quality Improvement projects related to Life Safety, Energy Management, Green Initiatives and Energy Efficiency.

Prepares, monitors, and administers the annual Operating Budgets for the Maintenance, Custodian Staff/Services, Grounds keeping and Security and collaboratively plans and maintains the Annual and 3-to-5-year Capital Expense Plans, working and planning with the Associate Executive Director, Operations. Under the Direction of the Associate Executive Director, can provide input and collaborate with the Finance department to develop RFP's, identify and interview vendors; check references; summarize bids; makes appropriate recommendations to the Associate Executive Director, Operations for property development and expansion. Operates the Facility and Custodian departments, staffing and resources within the approved operating budget and established fiscal policies, including timely submission of monthly variance reports, purchase orders, invoices and payroll.

The Director of Facilities is a senior management position responsible for the vision, performance, communications, and successful management of the Facilities department. The senior director supports agency growth by building, coaching, developing, and managing a team of Facilities professionals that deliver best-in-class workplace environments and experiences for agency employees at all properties through creative and service-oriented day-to-day operations and thoughtful office or home design projects. The director will maintain building operations by directing and controlling maintenance functions, training, scheduling, enforcing standards and procedures, and will ensure a safe, comfortable operating environment by directing installation, maintenance, and repair of machines; equipment; security; office space; and utility systems. The senior director will identify and plan current and future space requirements and will oversee the overall office facilities management of our agency buildings and group homes. Works in alignment with agency values and within the core competencies, the director will create a positive workplace by working inclusively and collaboratively, embracing continuous learning, thinking critically, driving results, operating with agility and resilience, and reinforcing transparency. The position reports to the Associate Executive Director, Operations.

• Oversees and manages the vision, mission, objectives, targets, resourcing, and budget for the Facilities Department
• Manages agency maintenance, facility operations, building custodian staff. The facilities staff are roving technicians and work an eight-hour shift Monday through Friday and are on-call on weekends "as needed" upon request on a rotating schedule. Building custodian staff have assigned weekly work shift schedules.
• Manages completion of agency assigned project build out and cost reconciliation with the builder
• Creates and evolves strategic solutions for agency office space in terms of technical building operations & systems, while achieving cost savings, ensuring application of designs that promote operational efficiency & collaboration, and a look & feel that reflects the agency's brand and values
• Oversees the design, engineering, construction and furnishing of all facility and agency projects as assigned
• Event Coordination, Planning and Support and assistance - owns the process for applicable workplace events by event scoping/defining, budgeting, scheduling, selecting venues, negotiating with & managing vendors, acquiring all applicable permits/approvals, defining catering requirements, partnering with purchasing and legal department for contract completion and payments, and running the event itself - per annual events calendar
• Reports out to leadership on progress towards departmental objectives
• Maintains facility documentation system consistent with policies and SOPs
• Manages relationship with landlord's property management and agency leadership
• Continually promotes outstanding service and mentors' staff to implement excellent client services
• Works effectively with the staff and clients and confirms that appropriate parties are involved and engaged to ensure an integrated approach
• Coordinates with Safety and Security on facilities safety and security issues as needed or required
• Oversees third-party services providers as required
• Undertakes internal project assignments and special initiatives, as appropriate
• Fosters and demonstrates a workplace inclusive of creating opportunity, serving others, building trust, innovation, and exceeding expectations
• Coordinates communications about Facilities in coordination with agency Development, Marketing and Communications teams
• Supervises the Assistant Directors of Facilities and oversees the full Facilities team

Qualifications: Bachelor's degree in mechanical or civil engineering or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is necessary. Master's in business administration or related discipline degree strongly preferred.

• Three to five years of leadership responsibility managing midsize to large teams and influencing senior-level management and key stakeholders
• Demonstrated ability to lead corporate-wide initiatives
• Experience managing infrastructure and personnel
• Demonstrated ability to communicate clearly and concisely, both orally and in writing, and lead presentations, training courses, and effective meetings
• Strong organizational and management skills and demonstrated ability to successfully manage multiple cross-functional teams and complex projects towards the achievement of complex goals
• Strong quantitative, numeric, analytical, project management and decision-making skills
• Demonstrated ability to solve all facets of extensive complex, multi-faceted managerial and operational issues which require extensive knowledge, varied experiences, access to multiple talent/resources and independent judgment
• Demonstrated ability to provide leadership, vision, and management of assigned team, manage annual budgets, resources, and quality results, expand business efforts as appropriate and contribute to the successful operation, management, and industry reputation of the company
• Demonstrated leadership, versatility and integrity

Required Licenses and or Certifications: HVAC or Electrical Certifications preferred, not required. LEED, CFM, FMA preferred, not required.

Flexibility and ability to thrive and perform in an ever-changing, fast-paced and demanding environment. Must have a valid New Jersey driver's license with abstract (not exceeding 5 points), and ability to meet agency insurability requirements. Complete State/Federal Criminal Background checks and Central Registry checks.

Relevant Years of Experience:

• 10+ years of progressive responsible hands-on experience in contract management, project management, construction and maintenance with a minimum of five years of increasingly responsible experience in the field of construction, facilities management, custodian management, construction project management, engineering, and risk management.
• Roving mechanical management, a plus (+).
• Supervisory experience required. A minimum of five years' lead crew supervisory experience.
• Demonstrated leadership capability and the ability to make informed, knowledge based complex/time-sensitive decisions in the best interest of the agency.
• Agility with using Digital Blueprint Workspace Planning Software and CMMS Facilities Management Software systems a plus (+).
• Former work with I/DD organizations a plus (+).
• Ability to manage a workforce of Facilities Staff at the Assistant Director Level and Technician level.
• Ability to oversee facilities maintenance activities of 30 Group Homes and 4 Program Buildings servicing collectively 500+ staff.

Skills:This position requires Proficiency with Administrative Skills that includes navigation and application of: Windows software, CMMS Facilities Software, Ability to use various data entry software systems and assigned work platforms as required.This position requires excellent interpersonal and conceptual skills; proficiency facilities maintenance; strong management, leadership, planning and communication skills; ability to manage information effectively. Ability to timely diagnose and resolve problems, inspire, and provide knowledgeable and informed guidance to senior and agency staff at all levels. Demonstrate ability to make timely informed managerial decisions. Ability to utilize Windows Software to prepare reports, analyze data, and audit invoices. Ability to prepare and manage a budget to include CAP EX projections and forecasts and to be accountable for financial activities required for daily operations to include vehicle gas cards, vehicle maintenance/upkeep and or other credit card use. The incumbent will be required to exercise a deep level of Subject Matter Expertise and provide high-level leadership and supervision. This includes independent judgment and effective, timely decision-making.

This position requires the incumbent to have knowledge of building codes, regulations, general and preventive maintenance philosophies, commercial and or residential property development and operations. Proficiency with personal computers, including Office software, and Computer Maintenance Management Systems (CMMS) is required. The incumbent will have the ability to organize and plan activities for a maintenance dept. and possess working knowledge of applicable codes, environmental codes, safety rules, standards and state and federal OSHA compliant operations regulations, is required. The position requires organization and communication skills to support a participatory workplace environment, promoting mutual respect and acceptance of the abilities and viewpoints of all employees in a diverse work group.

Previous work experience should include a minimum of seven (7) years of management and leadership experience in a Director and or former Executive capacity to include progressively responsible experience in the management of a maintenance department. Very strong working knowledge of building systems: HVAC, mechanical, life safety and structural engineering. Sophisticated understanding and experience with electrical systems of all types for both power and control purposes. Generator maintenance experience a plus. Strong project management skills, Strong managerial and leadership skills, Design and detail oriented, Relevant designation LEED, CFM, FMA is preferred but not required. Business acumen - knowledge of standard business and accounting practices.

HUD Requirements:

Assure timely, rotational, periodic Preventative Maintenance Inspections, HUD Unit Inspections, and timely interventions and maintain inspection records for internal tracking, and external entities' reviews as required:

• Ensure all agency facilities, programs comply with Office of Licensing facility standards, DDD construction standards, HUD Housing facility standards, etc.
• Ensure all facilities are in good standing and readily prepared at all times for successful Residential/Adult Day Programs facility-licensing inspections, HUD REAC inspections, etc.
• Maintain a well-structured and comprehensive inventory, record, and tracking system of all facilities installed systems, warrantees and facilitate timely system upgrade as necessary.
• Review commercial site facility leases, sort out property owner and tenant obligations, extract and monitor property owner system or facility maintenance obligations.

Must have working knowledge and experience with:

Functional Application and Knowledge of: Mechanical Equipment

• Boilers, chillers, air handling units, commercial and residential HVAC

Electrical Equipment

• Examples: Generators, Breaker panels, generators, transformers, and motor control centers

Plumbing Assets

• Examples: Backflow preventers, drinking fountains, water softeners and sump pumps

Fire and Life Safety Equipment

• Examples: Exit signs, smoke detectors, fire extinguishers and eyewash stations
• Working knowledge of Fire & Safety Residential and Commercial property regulations.
• Ability to serve as agency Fire & Safety Chief. Working knowledge of safe and efficient commercial building and residential fire evacuation procedures as well as working knowledge and application of commercial building Active Shooter evacuations.

Appliances

• Examples: Dishwashers, refrigerators, standard issue washer/dryer and ranges

Security Equipment

• Examples: Security cameras, door locks, key card readers and emergency notification systems

Outdoor Assets

• Examples: Fence lines, parking lots, playground equipment, and grounds maintenance tools

This position requires driving an agency assigned vehicle in the pursuit of agency business; therefore, the incumbent must meet all eligibility requirements for Agency drivers that include facilities staff assigned to this position.

• Ensure sound running of the vehicles assigned to the Facilities staff and arrange minor repairs where necessary.
• to annual MVA abstract reviews. Driving records that have citations that prohibit a staff members ability to drive a vehicle such as DWI or other egregious offenses will be monitored. Inability to operate an agency vehicle will require review of the staff member's job assignment and ability to perform the job by Human Resources.
• Agency staff that drive agency vehicles are subject to all policies as outlined and defined in the agency handbook to include mandatory drug screening if an individual is involved in an accident while using an agency vehicle.
• All agency vehicles are equipped with GPS tracking

ADA Mental/Physical Effort and Working Conditions:

(Physical Demands)

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to:

• ability to perform general home or commercial building maintenance activities to include agility with using a step ladder of 5 ft. or more in height, carrying boxes of 5 to 10 lbs. in weight, traversing stairs, kneeling to attend to carpentry or standing to attend to carpentry, wielding a hammer of up to 2 lbs. carrying other materials to include tool bags weighing up to 7 lbs.
• ability to operate a motor vehicle and drive to and from local and remote locations daily 100%. Ability to operate a motor vehicle at all hours of the day, evening or night.
• ability to read, write and verbally and or using various technology to include computer and phones to communicate and converse with employees, analyze data and to problem solve and to derive at logical informed conclusions.
• maintain a stationary position standing 80%, sitting 20%.
• move/traverse, kneel, bend, and reach with hands and arms for extended periods of time, 90% up to 100% depending on the job type.
• lift up to an average of 45 lbs. in order to effectively perform the essential functions of this role.
• work as described to include ability to see, hear and repeat information, take notes, read documents.
• carry and or with use of resources manage movement of necessary field equipment by hand or cart weighing up to 60 lbs. on occasion; and other physical duties as directed by your supervisor.
• agility with wrist and finger dexterity to access, key and sort electronic information or to file documents.
• this position may require periods of prolonged bending, standing, and carrying of heavy materials and equipment. In addition, loading and unloading of heavy materials and lifting of materials over 5 feet in length or height, may be required.

(EEO statement)

The Arc of Union County is an Equal Opportunity Employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin or protected veteran status and will not be discriminated against on the basis of disability.

(Health/Safety)

• Personal Protective Equipment provided by the agency.
• Sanitizing, disinfecting, and daily cleaning procedures in place within the agency.
• Employee access to cleaning materials to include hand sanitizers, disinfectant wipes/spray and other resources made available daily by the agency.