Director of Facilities and Fleet Operations

TITLE: Director of Facilities and Fleet Operations

PERFORMANCE PROFILE SOURCE: Management Professional

DEPARTMENT: Operations

REPORTS TO: Chief Impact Officer

FLSA Status: Exempt

WORKER CATEGORY: Full-Time

EMPLOYMENT FUNCTION: Management

POSITION SUMMARY:

The Regional Director of Facilities and Fleet Operations is responsible for overseeing the strategic planning, management, and maintenance of all facilities and fleet assets across Boys & Girls Clubs of Central FL (BGCCF). This position ensures the safe and efficient operation of complex mechanical systems, buildings, and infrastructure while maintaining high standards of housekeeping, safety, and security. The director will manage and collaborate on capital projects, develop and implement annual operational plans, and contribute to long-range strategic planning in alignment with organizational goals.

Reporting directly to the Chief Impact Officer, the Director of Facilities and Fleet Management supervises one direct report and guides other departments as needed. This role involves working closely with department leaders and Club Directors to ensure seamless operations through exceptional facilities and fleet services. The director will also oversee fleet management, including DoT compliance, maintenance and procurement processes, regulatory compliance, budgeting, and fleet inventory management while coordinating with other departments to optimize operations.

The Director of Facilities and Fleet Management is expected to provide leadership, guidance, and training to facility and fleet staff, ensuring that all operations meet or exceed operational and safety standards and align with industry best practices. This position requires a proactive approach to identifying and managing improvement projects, ensuring that all facilities and fleet services support the mission and operational goals of BGCCF.

ESSENTIAL JOB RESPONSIBILITIES:

Facilities Management

• Develop, implement, and monitor comprehensive maintenance plans for facilities, including HVAC, electrical, plumbing, and landscaping.
• Ensures compliance with federal, state, and local regulations regarding facility operations.
• Oversee regional housekeeping and security services to maintain a clean and secure environment at every club.
• Conduct regular inspections to identify and address maintenance needs, ensuring timely responses to service requests.
• Plan facility improvements for roofing, floors, and HVAC systems, maintaining an aging plan for system maintenance and replacement.
• Take on special projects, including new construction, working with architects and general contractors to ensure cost control and timely project completion.
• Develop, write, and update Standard Operating Procedures (SOPs) for facility systems, safety auditing processes, and implementation of open and closing procedures and checklists to ensure consistency and compliance across all operations.

Fleet Management

• Oversee the fleet management program, including vehicle acquisition, maintenance, and regulatory compliance.
• Manage CDL certification and training programs, collaborating with HR to document and track CDL credentials and approved driver status, monitor expiry dates, and facilitate timely license renewals to ensure compliance.
• Direct the end-to-end lifecycle of fleet vehicles, from procurement to disposal.
• Ensure fleet operations are safe, efficient, and compliant with all relevant regulations.

Budgeting and Planning

• Develop and manage budgets for facilities and fleet operations, overseeing line items and ensuring fiscal responsibility.
• Create depreciation schedules for assets to ensure accurate financial planning.
• Participate in strategic planning to align facilities and fleet services with organizational objectives.
• Assist in the development of BGCCF’s multi-year capital improvement plan.
• Prepare reports for Executive Leadership or Board Committee as requested.

Technology and Safety

• Implement and streamline technology systems, including safety auditing and record-keeping systems, to monitor and store data on fire safety checks, driver pre-trip inspections, facility checks, and incident reports.
• Utilize safety auditing systems to ensure compliance and identify areas for improvement.
• Conduct regular safety audits to identify compliance gaps and implement corrective actions. This includes monitoring fleet safety metrics and using industry standards for fleet operations.
• Integrate telematics and driver monitoring tools to enhance fleet safety and efficiency.
• Provide comprehensive training to staff on new technologies and safety auditing systems to ensure smooth integration and minimize resistance to change.
• Establish key performance indicators (KPIs) to measure the effectiveness of technology integration and safety auditing systems.
• Coordinate and direct Club and Department supervisors and staff to ensure compliance with AHERA, OSHA Risk Management, and other required County, State, and Federal regulations.
• Direct and implement BGCCF Disaster Plan for all owned or leased facilities.

Leadership and Collaboration

• Provide leadership and direction to subordinate staff, including performance evaluations and personnel decisions.
• Collaborate with department leaders to ensure seamless operations and support organizational goals.
• Play a key role in BGCCF’s Workforce Readiness Program by designing and implementing an annual immersion opportunity for teen interns, in collaboration with the Director of Teen Services, to teach valuable skills to BGCCF teens.
• Communicate effectively with all levels of the organization, from board members to frontline staff and youth members, navigating stressful situations with a service-oriented mindset.
• Support the Chief Impact Officer in negotiating leases for Club programs.
• Oversees vendor management, including negotiating contracts, ensuring contract fulfillment, and maintaining positive relationships with vendors.
• Maintain proficiency in current and emerging technologies in facilities management to ensure ongoing innovation and efficiency.
• Participates in safety visits by BGCA as needed and, if necessary, collaborates with Club staff to address any facility or vehicle issues identified during BGCA audits and site visits.

QUALIFICATION REQUIREMENTS: (Knowledge, Education, Experience & Skills)

Education

• Associates (AA) degree in Facilities Management, Engineering, Construction Sciences, or a related field. Equivalent combinations of education and experience will be considered.

Experience

• Minimum of five years of progressively responsible experience in facilities management and fleet operations, with at least two years in a supervisory or management role.
• Experience in project management, budgeting, and strategic planning is preferred.

Knowledge

• Strong understanding of facilities management principles, including maintenance operations, safety protocols, and regulatory compliance.
• Knowledge of fleet management practices, including vehicle maintenance, procurement, and regulatory compliance.
• Familiarity with construction, architecture, and various systems, including HVAC, plumbing, and electrical.
• Understanding of budgeting principles and cost control strategies.

Skills

• Proven ability to lead and manage teams effectively, including staff supervision, performance evaluations, and personnel decisions.
• Excellent written and verbal communication skills, with the ability to interact effectively with all levels of the organization.
• Strong problem-solving skills, with the ability to analyze complex issues and develop effective solutions.
• Experience in managing projects from conception to completion, ensuring timely and cost-effective outcomes.
• Highly proficient in using standard Microsoft Office tools (Word, Excel, PowerPoint, Outlook) and comfortable with budgeting software and systems for monitoring expenses and budgets.
• Experience with CRM systems, safety audit and maintenance management software, and other relevant technologies is also required.
• Ability to understand and ensure compliance with safety regulations, maintaining a safe working environment. This includes the ability to interpret complex safety laws and industry manuals, breaking them down into straightforward tools for compliance.
• Ability to stay updated on changes in safety regulations and industry standards, adapting policies as needed to ensure ongoing compliance.
• Exceptional service skills with a friendly and approachable demeanor.

Certifications and Licenses

• Valid driver's license required.
• Other relevant certifications (e.g., OSHA, LEED, FMP) are beneficial but not mandatory.

KEY ROLE COMPETENCIES:

• Strategic Agility: Develops and executes strategic plans for facilities and fleet operations that align with BGCCF's mission, ensuring flexibility and adaptability in response to changing circumstances.
• Operational Excellence: Oversees the maintenance and improvement of facilities and fleet operations to ensure compliance and optimize resource utilization, achieving efficiency, effectiveness, and quality.
• Talent Management: Provides leadership and training to facility and fleet staff to attract, develop, and retain talent, ensuring they meet operational and safety standards.
• Collaboration and Influence: Collaborates with department leaders and external partners to build effective relationships and ensure seamless operations that support organizational goals.
• Risk Management: Conducts safety audits and implements safety protocols to identify, assess, and mitigate risks, maintaining compliance with federal, state, and local regulations to protect organizational assets.

ADDITIONAL ACCOUNTABILITIES

Supervisory Responsibilities

• Hire, supervise, train, coach, and mentor staff, volunteers, and interns.
• Provide leadership in delivering learning experiences for staff and youth to support the strategic goals of the Boys & Girls Clubs of Central FL, utilizing a range of instructional design techniques and delivery media, including leader-led, trainer-led, self-directed, and computer/web-based modules.

Relationships

• Internal: Maintains close, daily contact with Club staff (professional and volunteer), Club members, and supervisor to exchange information, discuss issues, clarify guidelines and instructions, provide instruction, and offer advice and counsel.
• External: Maintains contact with members, families, alumni, community leaders, youth-serving professionals, other Clubs, media contacts, vendors, consultants, organizations, and others to achieve program goals and objectives, manage costs, share information, and resolve problems.

Other

ENVIRONMENTAL AND WORKING CONDITIONS:

• The position requires working in both indoor and outdoor environments, such as an office or club setting, which may involve exposure to varying weather conditions.
• Ability to read and interpret various documents, including safety rules, operating instructions, and policy manuals.
• Required to operate a motor vehicle.
• Work in environments frequented by children and families, requiring adherence to safety and conduct standards that ensure a child-friendly and family-oriented atmosphere.
• Oversees facilities and fleet operations across five central Florida counties: Orange, Seminole, Lake, Brevard, and Osceola.
• Requires regular travel to sites within these counties for inspections, meetings, and project management.
• Maintains regular attendance at the administrative support office in downtown Orlando to perform administrative duties, collaborate with the team, and participate in strategic planning.
• Provides 24-hour on-call support for urgent fire, security, and maintenance issues, ensuring that either the Director or a designated facilities team member is available to respond to emergencies at all times.

PHYSICAL AND MENTAL REQUIREMENTS:

• Physically capable of performing duties on-site, including lifting up to 50 pounds, standing, sitting, or walking for extended periods, bending, reaching, and grasping.
• Operates a computer and other office productivity equipment such as a copy machine, phone, printer, and tablet frequently. Requires the ability to work on a computer for extended periods (8 hours), including performing tasks that involve repetitive motion, visual focus, and fine motor skills.
• Operates a variety of machines and equipment, including vehicles, hand and power tools, climbs ladders, balances, crawls, and exerts physical effort to lift, push, pull, or carry heavy objects. This role requires standing for long periods, walking or running for extended distances, bending, twisting, stooping, crouching, or reaching with hands and arms. Additionally, it involves using fingers to grasp, move, or assemble small objects, maintaining balance in unstable positions, and supporting the body for long periods without fatigue.
• Visual and auditory acuity to monitor the environment and ensure safety standards are maintained.
• Mental resilience and the ability to stay focused and effective in a busy, sometimes noisy environment.
• Capacity to handle multiple tasks simultaneously and prioritize effectively.
• Strong interpersonal skills to interact positively with children, family members, and other staff.
• Exposure to outdoor weather conditions (occasionally).

Pre-Employment and Ongoing Compliance Requirements:

• Candidates must successfully pass a pre-employment drug screening.
• Continued employment is contingent upon passing randomized drug screenings as part of our commitment to maintaining a drug-free work environment.
• Continued employment is also contingent on the Florida State Department of Children and Families employment designation of "eligible for employment" as a state-licensed youth-serving organization.

Disclaimer:

The information presented in this job description is intended to illustrate the general nature and level of work expected of employees in this classification. It is not a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Job responsibilities and requirements are subject to change based on the needs of the club and the direction of the Club Director and Chief Executive Officer.

Full-Time Employee Benefits:

• Health Insurance: Comprehensive health insurance plans, including medical, dental, and vision coverage.
• Complementary Headspace Care and Talk Space subscriptions.
• Retirement Plan: Safe Harbor retirement plan 401(k) with up to 5% employer matching and 7% employer non-elective contribution.
• Life & LTD Insurance: Basic life insurance coverage and long-term disability insurance provided at no employee cost.
• Disability Insurance: Short-term disability insurance options.
• Paid Time Off: Vacation, Sick, Floating Holiday, 11 Paid Holidays, Bereavement Time
• Legal Shield and ID Shield
• Pet Insurance

Notice to Applicants:

We appreciate your interest in this role. Please note that due to the volume of applications, we kindly request that you refrain from contacting us regarding the status of your application. We review all submissions carefully and will only contact candidates selected for further screening and interviews.