ULC Employment Opportunity: Facility Manager
Job Announcement
Job Title: Facility Manager
Reports to: Asset Manager
The Urban Land Conservancy (ULC) is a 501(c)(3) non-profit organization that acquires, develops, and/or preserves community assets in urban settings for a variety of community needs, such as schools, affordable housing, and office space for nonprofits.
The Facility Manager is:
- Responsible for stewardship of properties, vendor management, and coordination of sites for all maintenance and systems related property operations.
- Responsible for identifying solutions to building operating systems/conditions with input from Asset Manager, VP of Real Estate, and President. Evaluates project feasibility and develops, reviews, analyzes, and maintains project budgets, including vendor contracts.
- Responsible for engaging and coordinating the work of maintenance and projects. Must possess the knowledge, skills, and abilities to make decisions and solve problems.
I. Specific Responsibilities
Property Operations
- Ensure that all ULC assets operate efficiently.
- Oversee the repair & maintenance of ULC assets in an efficient manner to include arranging for services, supplies, and contractors as necessary.
- Develop comprehensive maintenance standards for all ULC properties (as necessary).
- Oversee maintenance of the facilities according to established standards (as necessary).
- Manage vendor relationships.
- Perform regular inspections of assets in respect to condition, maintenance, safety and security. Communicate and participate in planning and problem solving efforts to institute facility
- Respond to all building related property issues.
- Maintain records of all warranties and guarantees applying to properties (structure, RTU’s, roof, )
- Manage vendor service contracts, negotiate
- Ensure all ULC property building systems are operating
- Work with property manager to develop a communication plan to advise tenants of building and systems related activities that may impact their business operations or impact their clients.
- Ensure all facilities meet local and national life-safety requirements
- Prepare and maintain operation manuals and warranty information.
Risk Management
Work with Asset Manager and other ULC staff to ensure appropriate insurance and risk mitigation measures are in place at all ULC properties.
- Review contracts to ensure contractor compliance with ULC insurance guidelines.
- Collect all insurance certificates from contractors and vendors working on properties; ensure that insurance coverage does not
- Advise Asset Manager of issues that may jeopardize property operations or increase liability risk to
- Evaluate prospective properties for acquisition; review due diligence reports; provide initial opinion on capital need Participate in planning efforts to ensure smooth transition occurs at the closing of property acquisition.
- Ensure that O&M manuals are in place for properties with environmental conditions; ensure vendors are advised of the presence of environmental risks, when appropriate.
- Create systems to ensure all annual inspections are completed in compliance with local and state regulations, i.e., building, fire, elevator
Financial Management
- Work with Asset Manager to create a multi-year capital improvement plan to address long-term maintenance and capital
- Make recommendations and provide detailed action plans that can help increase property sustainability.
- Provide assistance with year-end budget reconciliation and preparation for annual audit as it relates to building systems.
- Review quarterly operating and capital budget with Asset
- Provide input to annual budget process to ensure anticipated building and systems expenses are incorporated for each property.
Maintenance Activities
- Collect and respond to tenant work requests related to building systems.
- Organize and track work order requests; maintain accurate files for ease of information retrieval and to track maintenance history for each property/building/unit.
- Oversee third party maintenance contractors.
- Create maintenance schedule for all properties.
- Oversee projects; assist with TI (tenant improvements).
- Organize on-call schedule and coordinate use of emergency phone system.
- Collect W-9’s from all vendors.
- Ensure all maintenance, work orders, and contractor activity is completed to a high standard.
- Develop scopes, evaluate, and negotiate contracts for all services repairs and maintenance of ULC assets.
Other Responsibilities
Facility Manager shall provide on call 24/7 service and arrange for back-up when on vacation. Participate in ULC community events.
II. Qualifications
Qualified candidates should have five years’ experience in non-profit facility management, understanding of building systems, and understanding of construction and renovation practices. In addition, we look for candidates with:
- Ability to plan, budget, and complete small capital projects.
- Experience with a variety of building structures and building systems.
- Proficient in understanding building management, including contract negotiations and due diligence.
- Working knowledge of spreadsheet applications, e.g.,
- Demonstrated understanding of construction and rehabilitation practices.
- Must demonstrate a passion and commitment for ULC’s mission and supporting the nonprofit community.
- Proven ability to work in a dynamic organization managing numerous activities, ability to adapt to changing priorities, nonprofit experience preferred.
- Proven ability to manage several properties simultaneously.
- Exceptional oral and written communication skills.
- Ability to communicate effectively and develop consensus among team
- Ability to communicate effectively with tenants.
- Demonstrated organizational
- Able to do light skilled-trades work and ability to diagnosis maintenance needs.
REQUIREMENTS:
- Must pass a criminal background check.
- Must pass a reference
- Must be reliable, punctual, and demonstrate a good work
- Must have a valid driver’s license and reliable
- Must be able to remain in a stationary position for up 50% of scheduled work
- Must be able to operate standard office equipment, copy machine, computer, and printer.
- Must be able to analyze and interpret contracts and construction documents and exchange accurate information about various aspects of property May be required to facilitate meeting discussions which requires voice projection under various environmental conditions (e.g. outdoors, large meeting rooms).
- May be exposed to various weather conditions and uneven walking surfaces (including ascending and descending stairs) during the course of site visits and project
COMPENSATION:
- Salary is competitive and commensurate with depth of experience and overall qualifications
- Benefits include 403(b) savings and investment plan; annual leave (vacation) and sick time; eleven paid holidays, paid life insurance, AD&D and LTD insurance; STD insurance; health insurance, health care spending account, dependent care spending
Equal Employment Employer:
- ULC does not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers, selection of vendors, and provision of services.
- Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time
- This job description is subject to change at any time
FOR POSTING:
Contact:
Interested individuals should send the following:
- Resume
- Cover letter
- Three references
- Salary history
Send Materials To: hrapplications@urbanlandc.org
Subject Line: Facility Manager
NO PHONE CALLS.
NO IN PERSON SOLICITATIONS.