Manager, Facilities

REPORTS TO: CFO/COO

SUMMARY

The Puerto Rican Action Board (PRAB) is a comprehensive human services organization based in Middlesex County, New Jersey. We are the primary institution that provides diverse bilingual/multicultural services to the entire Central New Jersey community. Each year, we serve approximately 30,000 people in the region. Our mission is to equip diverse individuals and families in Central New Jersey to achieve personal, family, and community development. Through our innovative early childhood, youth, family, and community programs, individuals and families access the tools and resources they need to grow into productive, self-sufficient people.

The Facilities Manager is an energetic, organized, and flexible administrator with deep commitment to PRAB's vision and mission, combined with empathy for its clients and staff, dedication to high-quality service delivery, and a strong track record of getting exceptional results. S/he is the highest-ranking member of the facilities team, providing day-to-day leadership and oversight. S/he is a member of PRAB’s general management team, ensuring that the agency’s facilities plans are set according to long-term organizational strategy and external regulations, and activities are coordinated, integrated, data-driven, and well-executed with attention to detail.

The Facilities Manager is a proven planner, producer, and problem solver, with significant experience overseeing maintenance of buildings and grounds, preferably within the non-profit sector. S/he is confident and decisive, thrives in a fast-paced, complex, dynamic environment, and promotes entrepreneurism, creativity, and respect and compassion for staff members and the diverse populations PRAB serves. S/he guides a varied facilities staff, possessing the sensitivity to understand and facilitate their differing roles. S/he has the courage of conviction with the ability to serve as a passionate spokesperson and bridge builder. S/he makes tough calls and draws boundaries when necessary, but also seeks guidance and support in regard to opportunities and challenges. S/he also possesses a sense of humor and maturity that helps to maintain perspective and a sense of balance.

RESPONSIBILITIES

Program Administration and Management

Program Management

• Oversee the day-to-day coordination of agency facilities and maintenance efforts, ensuring the effectiveness and efficiency of program service delivery (local travel required)
• Interface with program and administration departments on facilities and maintenance matters
• Manage, develop, and evaluate facilities staff, volunteers, and contractors/consultants
• Lead designated facilities team, and program management and supervisory meetings
• Communicate work of facilities to internal and external audiences, including media
• Maintain relationships and partnerships with facilities-related funders, vendors, community organizations, government agencies, businesses, etc.
• Assist in developing facilities related policies and procedures
• Procure and maintain facilities and staff licenses and certifications
• Ensure quality control and compliance of facilities with internal standards and requirements
• Ensure facilities compliance with all federal, state, county, and city requirements as governmental agencies and other compliance entities related to facilities and maintenance
• Maintain awareness of new trends and developments in facilities management fields, and incorporate new developments into the agency as appropriate
• Conduct research and produce literature on facilities administration and management
• Ensure confidentiality of records and information, and discretion in information sharing, as per policies

• 
  Program Operations
• Oversee the design, implementation, monitoring, and evaluation of facilities and maintenance work
• Identify, plan, and estimate cost of facilities and maintenance work to address facilities needs
• Observe facilities and maintenance work on a regular basis, verifying all work meets technical requirements and quality objectives
• Coordinate the purchase and inventory of facilities and maintenance supplies and equipment
• Keep records of work orders and job assignments
• Perform and oversee carpentry activities, including minor repairs and building projects
• Maintain, adjust, and make minor repairs to building hardware/equipment
• Make minor repairs to masonry, woodwork, flooring and walls
• Make minor repairs to building electrical, plumbing and heating systems
• Paint the building interiors and exteriors
• Maintain boiler room, tool shop, and other facilities-related spaces
• Oversee snow removal
• Relocate building equipment as needed
• Ensure the proper maintenance of agency vehicles
• Provide technical assistance to agency staff on facilities and maintenance
• Develop safety policies and activities to promote and address safe and healthy working conditions
• Maintain and audit facilities and maintenance files, claims, paperwork
• Conduct periodic department analysis, including service delivery and customer satisfaction
• Ensure effective streamlined processes and protocols for maximum program efficiency
• Develop and/or secure facilities products: curricula, manuals, training and instructional materials, etc.
• Assist in generating metrics to ensure delivery of qualitative and quantitative goals and outcomes
• Collaborate with other staff on program events and special projects
• Assist with space rentals and external use

General

• Represent PRAB in external meetings and events, and engage community and program participants
• Conduct, attend, and participate in internal meetings to maintain and improve professional competence
• Attend external workshops and in-service training provided by funders, etc.
• Produce monthly, quarterly, and annual facilities progress reports (both internal and external)
• Perform other duties as assigned

QUALIFICATIONS

• 2 years of college minimum preferred OR high school diploma/GED AND minimum five (5) years’ experience managing building facilities;
• 4-6 years of professional experience managing building facilities, holding pertinent licenses;
• Possess the highest OSHA certificates preferred
• Experience developing and administering program priorities and plans
• Experience developing staff and teams, including coaching, leveraging, and collaboration
• Experience creating an atmosphere of positive and appropriate discipline
• Experience communicating program work and achievements
• Experience building relationships with external partners and harnessing resources for work
• Experience managing and reporting on facilities and maintenance budgets
• Experience with project development and management
• Experience working with a multi-faceted, automated accounting system
• Valid driver’s license and access to a reliable vehicle

KNOWLEDGE, SKILLS & ABILITIES

• Fully committed to PRAB’s vision, mission, values, and strategic goals and outcomes
• Knowledge of energy conservation and lead remediation and developmentally-appropriate practices
• Knowledge of CRM, contract management, and project management software preferred
• Knowledge of local, state, and federal regulations and industry standards concerning nonprofits and facilities operations and administration
• Knowledge of federal, state and city building codes and industry standards
• Management, supervisory, consensus building, and problem solving skills
• Excellent organizational, analytical, oral and written communications, and listening skills
• Computer literate with knowledge of Microsoft Office applications/platforms and database environments
• Demonstrated involvement in community service or action organizations, and advocacy efforts
• Demonstrated cultural competence as it relates to community work and collaboration
• Demonstrated maturity, integrity, and sound judgment
• Proven ability to follow standard filing procedures
• Proven ability to influence and engage direct and indirect reports and peers
• Proven ability to work well with diverse groups
• Proven ability to create an atmosphere of positive and appropriate discipline
• Ability in program management, program operations, and contract management
• Ability in staff management and leadership development
• Ability to work with other entities, and develop partnerships and collaborations
• Ability in program and resource development, including program designs and grant writing
• Ability to handle multiple tasks effectively under pressure
• Ability to meet strict deadlines within time constraints
• Ability to work effectively in inter-departmental, inter-disciplinary team settings
• Ability to work collaboratively with a fast paced, highly interactive staff
• Bilingual English/Spanish strongly recommended

Physical Demands and Working Environment

• Regularly stand, sit, and walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell
• Frequently lift and/or move up to 50 pounds
• Regularly exposed to moving mechanical parts
• Frequently exposed to wet and/or humid conditions; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; extreme cold; and extreme heat
• Occasionally exposed to risk of electrical shock and vibration

Compensation and Hours

• This is a full-time, exempt, salaried position
• Salary is based on a pre-established range and is commensurate with experience
• Includes some early evening and weekend work hours
• Primarily local travel during business hours, although some regional and overnight travel may occur
• Benefits are generous, including paid employee health and dental insurance (some employee contribution required); voluntary vision and retirement plans are also available
• Paid time off includes sick, personal days, and holidays

PRAB IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER