Facilities Manager

Facilities Manager

ABOUT US

Founded in 1991, Hope Solutions, formerly Contra Costa Interfaith Housing, is a vibrant and socially responsive non-profit agency that provides permanent housing and vital support services to over 2,000 homeless or at-risk families and individuals in Contra Costa County. Over 40 faith-based communities support our work, although there are no religious requirements or affiliations to receive services.

Are you seeking a new role that fully utilizes your talents and potential—while helping to make the world a better place? If so, please read on!

What are you passionate about?

At Hope Solutions—we envision a world in which everyone has a place to call home and the support of a strong community so that they can live with dignity and reach their full potential. We strive to be inclusive and responsive to community needs. We are committed to excellence and accomplish our work with integrity, respect, compassion, and humility.

Hope Solution's mission is to heal the effects of poverty and homelessness by providing permanent housing and vital support services to highly vulnerable families and individuals.

Could our mission be your mission?

Learn more about us @ hopesolutions.org 

TEAM SNAPSHOT

We're adding to our team of passionate folks—who are on a mission to help make the lives of others better—through services and support that lead to a higher quality of life for our clients. 

We'd like to learn more about you—apply for the role! What's our team like? 

Here's a snapshot of some of the folks at Hope Solutions who help advance our vision to achieve—secure housing and the dignity of self-sufficiency for the homeless and at-risk families and individuals in Contra Costa County.

A FEW OF US...

Deanne—Chief Executive Officer—Resides with her husband and three children. Enjoys hiking, camping, reading, cooking, and cheering at her kids' games.

Alex—Chief Operating Officer—Lives with his wife, son, and dog (and loves when the grandkids visit!). MSW and macro social worker who enjoys reading, baseball (Go Giants!), cooking, hiking, jazz, and family time.

Christina—Chief Financial Officer—Resides with her husband, son, two daughters, and their dog. MPA, Non-Profit Graduate Certificate, and 20 years in finance; enjoys traveling and family time.

Beth—Director of Clinical and Support Services—Resides with her sister and son. Licensed psychologist with 30 years working with children and families; enjoys singing, cooking, gardening, and traveling.

Bill—Director of Properties and Support Services—Resides with his partner. Licensed Marriage and Family Therapist with 25 years’ experience working with underserved populations, specialized training in somatic psychotherapy and end-of-life care; enjoys reading, gardening, and meditation.

Cayla—Director of Evaluation and Learning —Resides with her husband and children. MBA in Business Analytics that thrives on spreadsheet analysis, dashboard creation, and reading.

Debbie—Director of Development and External Relations—Resides with her husband, two teenagers, and a rescue mutt. Leads external relations and development with 20 years in marketing and communications.

Jasmine—Consulting Director of Strategic Initiatives—Resides with her husband, three children, and three dogs. MS in Organizational Leadership and Innovation; co-convener of the Multi-faith ACTION Coalition and board member.

Kristina—Director of Human Resources—Resides with her spouse, child, and French Bulldogs. 20 years in leadership, operations, and people management; Bachelor's in Business Administration, SHRM-SCP certified; enjoys family time, lifting weights, indoor cycling, hiking, and laughter.

Mashal—Director of Housing & Support Services—Resides in the Bay Area. Daughter of Afghan refugees; enjoys weekends with her son, concerts, reading, and Sonoma Coast drives; former Program Manager for housing and care for chronically homeless adults with AIDS/HIV; co-chair for Hope Solutions' DEIB Committee and board member.

Tanya—Director of Rapid Re-Housing and Navigation—Resides with her husband, daughter, and two sons. Master's in Counseling Psychology with 15 years serving underserved populations; enjoys music, comedy, movies, exercising, and basketball.

WHO WE ARE LOOKING FOR:

The Facilities Manager (FM) oversees and leads all aspects of facility/grounds maintenance for the El Portal Place premises. They oversee a small but dedicated team of property managers to ensure timely and trauma-informed lease administration and unit maintenance and manage the work of all vendors/contractors to maintain the interior and exterior of the 27,000-square-foot building as well as its grounds. Collaborating with County Public Works staff, the FM is knowledgeable regarding county as well as other government building, health, and safety standards and ensures that vendors adhere to these standards while maintaining the El Portal facilities, grounds, and equipment. The FM plans, budgets, and schedules regular and periodic maintenance while also responding to unplanned/urgent maintenance issues.

The FM provides clear and timely documentation of all efforts and regular reports to the Public Works Department and the Director of Properties & Support Services. Additionally, the FM will support the planning, budgeting, and execution of facilities needs for a growing number of properties owned by Hope Solutions, including but not limited to MHSA housing, Hope Village Walnut Creek, Hope Village Pittsburg, Hope Valley, and Hope Homes.

This role strongly emphasizes maintaining quality assurance standards while collaborating with a team that includes the Support Services Manager, Case Managers, and Desk Clerks. The ideal candidate combines adaptability and responsiveness to meet building and resident needs while effectively collaborating with interdisciplinary teams and community partners.

Supervisory Responsibility: 2 Property Managers

WHAT WILL YOU DO:

Leadership Role:

• Active participation and contribution to the Hope Solutions Management Team.
• Cultivate and maintain successful relationships with key stakeholders and County leadership, including contract liaisons from each funder.
• Represent Hope Solutions with community stakeholders, as assigned. May require evening meetings.
• Assist with the planning and implementation of new facilities/programs when opportunities arise.

Facility Oversight:

• Inspect the property regularly to maintain the building as a safe, clean, aesthetically pleasing environment; analyze maintenance problems; facilitate repairs; plan for future needs of the facility and coordinate the preventative annual plan for maintenance.
• Oversee all maintenance work completed by contracted vendors as well as County staff. Ensure all work is completed to a high standard and ensure maintenance and cleaning are addressed at all times. Ensure non-urgent repairs are completed within two weeks.
• Partner with Public Works Department to ensure the following County maintenance obligations are addressed in a timely and/or consistent manner:
  • The buildinf's structural integrity.
  • The roof, including routine gutter maintenance.
  • Plumbing system beyond the building perimeter.
  • Non-routine elevator and HVAC system maintenance and repairs.
  • The parking lot, including crack repairs cracks, sealing, and general upkeep.
  • Parking lot lighting
  • The electronic lock system.
  • The exterior surveillance camera system.
  • Remote monitoring of smoke and fire alarm system through a third party.
•  As needed, contract with an elevator service company possessing a C-11 license issued by the California Contractors’ State License Board to provide routine maintenance and repair services to the Building’s elevator and shall provide the County with a copy of the valid, current elevator permit issued by the State of California each year not later than 30 days after receipt from the State.
•  Contract with an HVAC repair provider to keep HVAC systems in good operating condition. The contract covers quarterly maintenance of the HVAC units and components, including motors, belts, dampers, drainage systems, and air filters.
• Contract with a professional landscape company to maintain landscaping in good order, condition, and repair, including maintaining any dog park and keeping any parking lot clean and free of debris.
•  In the event it is necessary to repair the interior or exterior Building paint, for example, as a result of damage caused by graffiti, contract with a professional painting company to effect the repair. At El Portal Place, the color and type of paint used will be specified by the County’s Department of Public Works.
• Ensure routine inspection of units at El Portal Place according to HUD HQS and maintain accurate inspection records. As directed, partner with other program managers to support consistent routine inspections of owned units and identify projected maintenance issues.
• Ensure routine inspection of smoke detectors and carbon monoxide monitors required in each residential unit at El Portal Place and (i) repair and replace as necessary, and (ii) provide the County with a copy of the annual inspection report provided by the Fire Marshal.
• Ensure unit turns are completed in a timely manner so that vacancies are filled within 45 days. Ensure that any needed furnishings are acquired so that residents are moved into fully furnished units.
• Ensure that necessary maintenance services and/or construction/repair/rehabilitation efforts are completed in a timely manner and that El Portal Place remains a clean, safe, and habitable environment for residents. Ensure that vendors are escorted while in the facility and that staff is present with any vendor entering any resident’s unit.
• Ensure that new residents are provided with a careful and detailed review of the lease agreement and its addenda, instructions on the use of appliances and heating/cooling systems, and an introduction to an on-site Property Manager.
• Oversee annual/interim resident income recertifications and rent computations per HUD requirements.
• Establish/maintain accounts with service providers for security services,  janitorial services, pest control services, landscaping services, electrical, plumbing, and other services as needed to keep all building systems in good order, condition, and repair.
• Ensure that washing machines and dryers, as well as any other amenities in laundry rooms, are maintained in good condition and repair.
• Maintain, repair, and/or replace fire extinguishers throughout the facility.
• Maintain internet/network connectivity for all building systems requiring internet access.
• Develop relationships on behalf of Hope Solutions with vendors for El Portal Place and/or other housing sites/programs.

Data Responsibilities:

• Ensure timely and accurate documentation within 72 hours after each resident contact (24 hours for incident reports) and consistent, timely processing of vendor invoices and payments.
• Ensure data quality in the AppFolio system, including but not limited to timely data entry, M&R records,  resident financial records, and data analysis, and work with Finance Department staff to complete reconciliation and update records as needed.
• Ensure data quality in the Apricot system, including but not limited to data entry, reporting, and analysis.
• Partner with the Director of Properties & Support Services to complete regular budget planning and to prepare for regular budget/program review meetings with the Finance Department.
• Within 60 days after the end of the calendar year, provide a report to the Director of Public Works or their designee detailing all maintenance, repairs, and work performed at El Portal Place in the prior calendar year (to include a complete description of the work performed, the date it was performed, the contractor that performed the work and the cost of the work).
• Within 30 days after the occurrence of any non-routine maintenance or repair situation at El Portal Place, provide a report to the Director of Properties & Support Services, the Director of Public Works, or their designee that describes the situation, the maintenance or repair that was carried out, the date the work was performed, the contractor that performed the job, the cost of the work and any residual issues that could impact the Building or the Property.
• Comply with all legal/ethical professional guidelines for maintaining consumer confidentiality, protecting consumer rights, advocating on consumers' behalf, and assuring consumer safety.

Cultural Responsiveness: 

• Awareness of and aptitude to understand, respect, and adapt to cultural and identity-based differences within group environments appropriately and effectively. 
• Experience fostering and reinforcing an environment that values unique experiences, cultures, personal humility, authenticity, backgrounds, and goals. 
• Participate in and complete our new employee onboarding process, which includes reading and discussing a short chapter in the book, The Color of Law. 

Organizational/Administrative Responsibilities:

• Professionally represent Hope Solutions in all circumstances.
• Comply with policies, procedures, standards of practice, and outcome requirements for the program.
• Comply with all legal/ethical professional guidelines for maintaining consumer confidentiality, adhering to HIPAA guidelines, protecting consumer rights, advocating on clients’ behalf, and assuring consumer safety.
• Comply with all local, state, and federal regulations as well as with Hope Solutions policies and procedures.
• Maintain knowledge of and compliance with Fair Housing regulations.
• Assist with distributing client satisfaction/feedback surveys for all clients served.
• Attend all required meetings, including but not limited to Hope Solutions staff, individual supervision, consumer case conferences, and linkage meetings with other agencies.
• Complete required administrative paperwork and reports in a timely and accurate manner.
• On-call, after-hours, and backup work for other team members may be required.
• Perform all other duties and responsibilities as assigned.

Position Qualifications:

• Passion for and demonstrated experience successfully working with vulnerable populations, especially homeless families or individuals with special needs.
• Knowledge of and belief in the “Housing First” philosophy and strategies.
• Minimum of four years of experience in building management.
• Minimum of two years of experience working in a medium-to-large facility.
• Knowledge of Fair Housing law and its application.
• HUD Certified Occupancy Specialist certification preferred.
• Ability to manage construction and/or renovations during design, construction, completion, and occupancy.
• Ability to design systems and processes to track data and monitor/report on progress.
• Experience providing high-quality staff supervision/oversight preferred.
• Bi-lingual in English/Spanish is a plus.
• Outstanding written and verbal communication skills.
• Computer proficiency in the use of Microsoft and database applications.
• Must have an operational vehicle, auto insurance, valid California driver's license, and be willing to drive for work.
• Must pass LiveScan screening and TB test.
• Salary contingent upon skill and experience.
  

Physical Qualifications:

• The person in this position must be able to climb stairs.
• Frequent bending, standing, stooping, reaching, twisting, sitting, talking and listening.
• Must be able to work in a desk setting for up to 4 hours at a time to make calls, research resources on the internet, and collaborate with vendors/partners with calls/emails.
• Office setting activities are required, such as typing on a laptop/computer to respond to emails, entering case notes into a database, and copying/faxing forms and documents on a copy machine related to maintaining or obtaining housing.
• Occasionally must be able to lift and carry objects weighing up to 50 pounds.
• Ability to drive an automobile and transport oneself and consumers to appointments or meet at consumer homes, including driving at night.
  

Compensation & Benefits:

• Flexible, dynamic work environment
• 100% premium paid for employee Kaiser health and dental care.
• Matched 403b retirement savings.
• 11 paid holidays, plus 3 floating holidays.
• Ability to accrue 2-4 weeks' vacation depending on tenure.
• Life insurance and Employee Assistance Program.

We are an equal-opportunity employer. If you're a good fit, we want to meet you!

* Please be advised that we are unable to provide sponsorship for this position. The nature of the work at Hope Solutions does not qualify us to support sponsorship. Only candidates authorized to work in the USA without the need for sponsorship will be considered.

Salary : $85 - $105