FACILITIES SPECIALIST

Description

Summary 

Under the direction of the Director of Facilities and Transportation, the Facilities Specialist will support the facilities efforts to ensure the safety of the company’s facilities.  In addition, this position will assist the Director of Facilities and Transportation in ensuring InCommunity is meeting compliance obligations related to facilities.  This is a hands-on position which will require assisting with completion of all services, vacancy inspections, property repair, etc. 

Essential Functions 

• Ensure compliance with company policies, procedures, and external laws and regulations and complete any assigned internal and external training. 

• Maintain a real-time and accurate log for tracking maintenance requests including status through resolution.  

• Communicate with all necessary departments and team members when there is a business interruption due to an issue with facilities. 

• Follow up on and resolve issues related to the disruption of utilities or other facilities related services. 

• Process and coordinate maintenance requests to ensure timely resolution of issues including those related to a disruption in utilities. 

• Coordinate annual fire safety, sprinkler, fire alarm, and fire extinguisher inspections. 

• Perform home and building inspections to ensure all homes and buildings are in safe operating order and have the appropriate paperwork and supplies in accordance with company and local/state requirements. 

• Manage building operations and maintenance, including planning and operations, furniture and equipment inventories, utility operations, energy management, and grounds maintenance. 

• Oversee infrastructure repair and renovation projects by identifying vendors/contractors, ensuring third party contract compliance, and vendor/contractor performance. 

• Have hands-on responsibility for the maintenance and operation of all facility equipment. 

• Assist the Director of Facilities and Transportation in facilities Safety Training. 

• Work closely with the Director of Facilities to ensure the facility follows national, state, and local building/mechanical electrical codes, safety codes, OSHA regulations, and fire codes. 

• Initiate and carry out facilities related projects that improve efficiency and/or reduce operating costs. 

• Coordinate with the Director of Facilities and Transportation on maintenance and repair work in process areas, and plan and implement facility improvements to support business objectives. 

• Maintain complete and organized files and records for facilities. 

• Travel throughout InCommunity’s service area, either in their own private vehicle or in an agency-provided vehicle, as work dictates. 

• Respond to Transportation issues when necessary as a backup.  

• Perform other assigned duties. 

Delivery-related 

Analytical Thinking: Identifies critical connections and patterns in information data; soundly analyses verbal and numerical data; recognizes causes and consequences of actions and events that are not readily apparent; anticipates and thinks ahead about next steps. 

Achievement Focus: Demonstrates the ability to challenge existing practices to become more effective; contributes to improve work methods, outcomes and team performance; generates results by acting in a focused way and within the deadlines and finds ways to go around obstacles with minimum guidance; makes efforts to optimize process workflows efficiently. 

Drafting Skills: Writes information coming from multiple sources in a logical and comprehensive, yet concise manner; combines information from various sources in a concise and consistent manner; makes sound use of graphics and tables to effectively present numerical data. 

Flexible Thinking: Anticipates having to adapt work methods to changing technology and environments; considers problems from all new perspectives and can expand on the thinking or solutions proposed by others; adapts to new ideas and initiatives relevant to own area of work; understands and promotes the organization’s business needs and polices for introducing change.  

Managing Resources: Manages the allocation of resources in relation to business needs; manages the work plan, sets timelines and milestones, and involves stakeholders to deliver on time; provides advice on procedures and the use of financial resources. 

Teamwork and Team Leadership: Supports others in taking independent action; resolves issues that occur with minimal direction; invites and builds upon the ideas of others; assumes additional responsibilities to facilitate the achievement of team goals.   

Interpersonal  

Customer Focus:  Follows up with customers during and after the delivery of services to ensure that their needs have been met; keeps customers up to date on the process of the service that are receiving and changes that affect them; ensures service is provided to customers during critical periods; prioritizes customers’ issues and address them accordingly.   

Diplomatic Sensitivity: Listens actively, considers people’s concerns and adjusts own behavior in a helpful manner; understands the reason behind, or motivation for someone’s actions; is attentive when doing projects, assignments or interacting with people from different countries and backgrounds; expresses negative feelings constructively. 

Influencing: Persuades by using concrete examples to make a point; recalls others’ main points and takes them into account in own communication; reads cues from various listeners to assess when and how to change the planned communication approach to effectively deliver messages.  

Negotiating: Identifies main negotiating points of a given issue and engages in negotiation; listens to differing points of view and promotes mutual understanding.  

Organizational Knowledge: Seeks to understand and raises awareness of the organization’s decision-making bodies and power relationships; shares knowledge about and encourages others to keep up to date with the organization’s rules, structures, networks, systems, and environment; recognizes what is and is not acceptable /possible at certain times given the organizational rules, structures, decision-making bodies, power relationships, Code of Conduct, and values; raises compliance, ethical or other issues to protect the organization’s reputation and obligations.   

Strategic 

Developing Talent: Actively shares knowledge among peers or offers advice to less experienced colleagues; self-assesses against standards for current position to identify learning needs; effectively transfers acquired knowledge and expertise; demonstrates initiative in professional self-development.  

Organizational Alignment: Can present the organization’s priorities as they relate to own area of work; explains and convinces others of the need for adaptation and change of policies, structures, and methods.  

Strategic Networking: Actively nurtures both formal and informal contacts to facilitate the process of work by proactively sharing information, best practices and respective interests and areas of expertise; identifies current or past contacts that can provide work-related information or assistance; fosters two-way trust in dealing with contacts (e.g., maintains confidentiality regarding sensitive information). 

Strategic Thinking: Identifies new information or data to key decision-makers or stakeholders to support their understanding and decisions.   

Supervisory Responsibilities 

None 

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

The noise level in the work environment is usually moderate.   

Physical Demands 

The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

While performing the duties of this job, the individual is frequently required to stand, walk, reach with hands and arms and talk or hear.  The individual is occasionally required to sit, use hands to finger, handle, or feel, climb or balance, stoop, kneel, crouch, or crawl and taste or smell.  The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.   

Travel Required 

Occasional local and statewide travel  

Education and/or Experience 

High school diploma, GED or associates degree.  Minimum 3 years of facilities and fleet experience, preferably in a multisite organization. Valid drivers license and ability to qualify as a company driver in accordance with the company driver policy.   

Affirmative Action/EEO statement 

InCommunity is an equal opportunity employer.  We celebrate diversity and are committed to creating an inclusive environment for all employees.   

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.   

Qualifications

Salary : $44,000