Facility & Fleet Manager

If you enjoy being a part of meaningful work, we encourage you to join our growing team at JFM!

Under the direction of the Chief Financial Officer, the Facility & Fleet Manager is responsible for managing all aspects of the company’s physical plant, plant infrastructure, and equipment to ensure that they meet the needs of the organization and the people we serve. This includes approximately 33 residential rental units and 3 commercial buildings. In addition this position will be responsible for maintaining the company’s fleet of 100 vehicles, overseeing purchasing, maintenance, and disposal. This position will be responsible for the supervision of a team of maintenance personnel.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

The position is responsible for compliance with applicable Federal, State and Local laws, and follows John F. Murphy Homes, Inc. (JFM) policies, practices and procedures.

Facility: Responsible for overseeing the day to day operation of the Facility Maintenance Department and its employees. Forecasts and allocates financial and physical resources within the department. Collaborates with CFO during budget process to identify upcoming financial needs of all properties. Assures compliance with local, state and federal requirements in order to ensure compliance with codes, regulations and requirements in order to maintain licensure and funding. Completes periodic inspections of buildings and systems to assess condition and make recommendations for service and repair. Assures all fire and safety systems pass fire marshal requirements and receive inspection and service at appropriate intervals. Coordinates completion of all work related to periodic, preventative and demand requests, capital improvement and renovations, by delegating and prioritizing tasks to department staff and outside vendors. Maintains inventory of building appliances and equipment in order to track estimated useful life and predict replacement schedules. Monitors all work progress in order to determine completion status and verifies work has been completed satisfactorily. Directs preparation of seasonal activities related to preparing HVAC systems and scheduling plowing and landscaping. Establishes and maintains relationships with vendors acting as the primary point of contact to solicit bids and negotiate contracts. Interviews, hires and supervises department staff. Prepares and reviews performance appraisals and discusses and counsels employees regarding job performance. Performs disciplinary action as needed. Completes document in accordance with established procedures. Review and approve time sheets and leave requests. Performs minor repair and maintenance tasks as well as provides back-up assistance to other maintenance department staff as needed. Review and approve all receipts and vendor invoices for maintenance related purchases of services, supplies and materials. Process maintenance receipts and invoices utilizing electronic reporting system. Work a flexible schedule to include after business hours and holidays in order to assure around the clock coverage is provide to address urgent building requests. Provide rotating on-call coverage and/or be available to provide back-up to in order to ascertain building emergency needs are met.

Fleet: Assists in planning strategy for purchasing and trade-in of company owned vehicles. Coordinate installation of modifications needed to accommodate passengers including wheelchair lifts, barriers and other specialized equipment necessary to promote safe transport. Maintain accurate inventory containing fleet information (make, model, VIN, mileage, etc.). Assure all vehicles receive annual state inspection and that periodic maintenance is being completed per recommend manufacturer schedules. Perform periodic internal inspections to determine site compliance with agency vehicle policy. Review and approve requests for service repairs. Maintain relationships with current vehicle service and maintenance vendors identifying and establishing relationships with new vendors. Perform quarterly review of safety recall information for fleet and alert building staff to any issues that require service. Complete initial and annual registration of all fleet vehicles, distributing plates, stickers and documentation to appropriate parties. Maintain title files for all titled vehicles and equipment. Provide annual insurance updates. Distribute handicap placards as needed. Responsible for managing the agency’s fuel card program which includes maintaining the WEX web-based system, keeping authorized users and vehicle information up to date, ordering and distributing cards, researching and troubleshooting issues with cards and suspected unauthorized use. Maintain the EZ Pass program for agency vehicles which includes logging and distribution of transmitters, providing replacement transmitters as needed, completing annual review of transmitters in order to ensure correct departmental allocation. Manage all aspects of telematics system to include coordinating installation of devices in vehicles, replacing lost/damaged units as needed. Set up and maintenance of web-based system for GPS data collection. Periodic review of GPS information and upon request to assist site administrators obtain requested tracking information.

Safety: Must follow established procedures and guidelines in order to ensure personal safety and the safety of others who may be on the job site. Must follow OSHA guidelines/standards as applicable.

Purchasing: Will need to make purchases of necessary materials as needed to complete job requests. Responsible for oversight of purchasing activity of supervised employees. Processes receipts utilizing computer based reporting system.

Interaction skills/communication: Be able to follow both verbal and written instructions pertaining to requests for repairs and maintenance. Will communicate with other JFM employees and people supported as necessary in a clear, accurate and respectful manner in order to meet job objectives. Be aware of the routines and unique needs of people supported. Conduct both internal and external interactions in an appropriate and professional manner.

Reporting: Will immediately report any suspected incidents of abuse, neglect or exploitation of a person we support to the supervisor or Director of Human Resources.

Other Duties and Responsibilities: Duties and responsibilities may be added to the above at any time by the supervisor.

JOB COMPONENTS:

1. The frequency of contact with financial information, management, staff, the people we serve and visitors may involve exposure to sensitive information and issues. All activity requires conducting business with strict adherence to confidentiality. Decorum and professionalism characterize all phases of the work.

2. The incumbent is responsible for day-to-day decisions concerning his/her personal workload and the prioritizing of delegated tasks. Circumstances beyond those considered to be routine decisions are to be referred to the supervisor.

3. Interfaces with JFM employees, visitors, and vendors on a regular basis and as such, must demonstrate a cordial and professional demeanor at all times.

4. Daily work activity is normally conducted both inside and outside various agency buildings. Travel is required from site to site as well as to and from vendor locations. A company vehicle will be provided to facilitate this travel. While performing the duties of this job, the employee frequently works near moving mechanical parts. The noise level in the work environment is usually moderate to low.

QUALIFICATIONS:

1. Associate's Degree or the equivalent combination of relevant education and job experience.

2. At least 2 years of proven leadership or supervisory experience in residential or commercial property management is required.

3. Ability to read and interpret documents and manuals relating to the work area. Ability to write routine reports and correspondence. Ability to speak effectively and clearly.

4. Ability to apply commonsense understanding to carry out instructions furnished in written or oral form. Ability to resolve routine problems within the work area.

5. Use of a Personal Computer (PC) is essential in the discharge of daily duties. Ability to type and demonstrate familiarity with MicrosoftÒ Office software is required. Familiarity with terms used in the social services work arena is desirable. Ability to use office machines such as calculator, adding machine, copier, and facsimile. Must poses a valid Driver’s License that is in good standing and be comfortable operating a vehicle in inclement weather.

PHYSICAL DEMANDS:

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

1. While performing the duties of this job, the employee is regularly required to sit, use hands to handle objects, tools, or controls; speak and hear. The employee is frequently required to walk, stand, reach, stoop, kneel, or crouch.

2. The employee must be able to routinely lift and/or move up to 50 pounds. Specific vision abilities require close and distance vision, and the ability to adjust focus.

EOE

Job Type: Full-time

Salary: $58,000.00 - $68,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• On call

People with a criminal record are encouraged to apply

Work Location: In person

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Salary : $58,000 - $68,000