Woodlawn Cemetery & Conservancy

Job Description

Job description

Job Title: Facilities and Endowments Manager

Department: Field Operations

Reports To: Director of Facilities /Infrastructure

Classification: Exempt-Salary

Position Summary

Position Summary

A National Historic Landmark, a certified arboretum, an outdoor museum of art and architecture, and an active cemetery ranking among the world's greatest, Woodlawn Cemetery & Conservancy is among the nation’s most iconic properties. We are the final resting place of some of the most influential and well-known Americans, and our memorials represent the country's most extensive and finest collection of funerary art.

We are a place that serves the families of New York and the surrounding areas during their time of need. We are also a center for education and exploration, and our programs offer community members a new way of looking at art, history, and culture. We are a 400-acre urban oasis with more than 310,000 individuals interred on our grounds and over 100,000 visitors worldwide yearly.

If you can deliver excellence as a member of the Woodlawn family, check out the job description below!

Endowment:

WHAT YOU WILL DO

· Report to Director of Endowments

· Work with families contacting the cemetery to establish endowments. Locate property and perform measurements and counts of family headstones, mausoleums, and plantings. Calculate the cost to endow the family monumentation and plantings. Provide an estimate agreement to the family, coordinate the payment receipt with the accounting department, and issue the family's final endowment agreement. Enter endowment information into the endowment system (CMS) and coordinate entry into HMIS (cemetery management solution).

· Investigate and resolve customer concerns regarding their endowed property structures and plantings. Enter work order in HMIS and related information in CMS.

· Work with PTP employees to schedule and complete annual endowment work related to the family monument structures. Input completed work in CMS.

· Work with Davey Tree to schedule and complete all gardening services on endowed properties. Input completed work in CMS.

Facilities

WHAT YOU WILL DO:

Reporting to the Director of Facilities, you will help to oversee and work on various facility improvement projects for this active 400-acre cemetery in this vital role. You will help to manage renovation and construction projects on more than 15 miles of roads within the cemetery, the sidewalks and fencing around the cemetery, and many buildings and structures throughout the property. You will perform minor repairs without using vendors and help manage the bidding process and the selection of vendors for significant projects. You will manage a fleet of vehicles, ensuring they are adequately maintained. You will assist in developing the strategic plans for the grounds and facilities. You will facilitate vendor relationships, help with bidding, and secure reliable supply chains. You should be a hands-on leader who will drive inspiration and success; you will be part of a team responsible for ensuring a clean, safe, and enjoyable environment for all visitors.

Position Responsibilities

Construction and Maintenance of the Cemetery’s Physical Plant:

· Schedule work, monitor progress, and measure results for all physical operations of the cemetery.

· Help to assess the conditions of the various buildings and structures.

· Perform basic repairs to reduce costs and the need to bid out jobs to third-party vendors.

· Ensure maintenance contracts are in place, especially for all HVAC systems and equipment. Address plumbing, electrical, and HVAC issues coordinating with vendors to perform the necessary work.

· Responsible for ensuring all equipment, tools, materials, vehicles, and mechanical equipment are in good working order and always available.

· Work with the Director of Facilities in the plan, bid out, and direct the maintenance and repair of fences, roads, signs, water, sewer lines, etc.

· Assist with bid specifications and Requests for Proposals (RFPs) for building repairs, service contracts, and construction projects.

· Administer vendor contracts and inspect work for adherence to specifications and contracts.

· Manage and help develop preventive maintenance plans to reduce the incidence of emergency repairs.

· Recommend improvements and corrections in operating procedures and equipment use.

· Supervise dumping of appropriate material at off-premises sites.

· Supervise vehicle registrations, permits, and licenses for the operation of vehicles.

· Review, code, and approve invoices for payment

Operations:

· Help develop annual work plans for Woodlawn's facilities and establish short-term and long-term priorities for this functional area.

· Review work for timeliness, accuracy, and completeness.

· Manage snow removal, ensuring the most critical areas are cleared in order of priority.

· Manage the fulfillment of work orders and equipment repairs.

· Assist with the timely adherence to OSHA, DEP, and other federal, state, and local rules and regulations, reporting all safety issues.

· Coordinate with event and program staff to ensure facilities are prepared, safe, adequately staffed, and properly dismantled upon conclusion.

· Work cooperatively with other departments to ensure a clean, safe, and positive experience, handling external complaints or issues concerning operations.

· Participate in the planning process for all construction activity and archive all current and future construction documentation in paper and digital form.

· Help oversee emergency management.

· Drive an operating environment that assures respect and teamwork, developing strategies to maintain employee productivity and improve the quality of our products and services.

· Effectively coordinate and communicate with other departments

· Respond to after-hours emergency calls escalated by security, including alarms, customer assistance, gate operation, etc.

Safety Standards:

· Oversee the upkeep of vehicles, tools, and supplies and ensure they are always maintained in safe operating condition.

Administrative Functions:

· Maintain certificates required by governmental agencies.

· Handle related customer service inquiries.

· Complete estimates on annual and bequest accounts.

· Secure capital bids and act as purchasing agent.

· Recommend improvements, suggesting ideas to improve the cemetery's operations, conditions, or appearance.

Team Leadership/Management :

· Assume full responsibility and accountability for being an integral part of the Woodlawn Team.

· Respond professionally in all situations.

· Demonstrate initiative and develop new skills under guidance from the supervisor.

Position Qualifications

Competencies:

· Communication Skills – Possess excellent verbal and written communication skills.

· Detail Oriented – Ability to pay attention to the minute details of a project or task.

· Interpersonal – Ability to show consideration for and maintain good relationships with others.

· Accountability – Ability to accept responsibility and accountability for actions.

· Autonomy – Ability to work independently with minimal supervision.

· Relationship Building – Ability to effectively build relationships with lot owner families, donors, and staff.

· Technical Aptitude – Ability to comprehend complex topics and specialized information.

Qualifications:

· College graduate with preferred three years of experience in a supervisory role within the construction industry

· Solid working knowledge of Microsoft Word and Microsoft Excel applications.

· Hands-on experience in performing minor repairs.

· Experience managing a manual labor pool.

· Possession of a Valid Driver’s License.

Education:

· Bachelor’s Degree is required