Facility Manager

Job Title:            Facility Manager

Reports to:         Executive Director

FLSA:                  Hourly Non-Exempt

Position Overview:

 The Facility Manager supports and assists the Executive Director of the Northeast Community Center Association (NECCA) in the management of commercial property and building in accordance with the Associations policies, agreements and strategic plans. 

The Facility Manager is involved in all aspects of day-to-day operations of the property, including tenant relations, maintenance and repair, security, janitorial services, landscaping, snow removal, etc. The Facility Manager handles minor tenant complaints and service requests and must be familiar with the terms of tenant leases. The Facility Manager assists in the identification of capital improvements, life cycle/ replacements, preparation of the annual budget, federated grant submission, bidding, and reporting. 

Primary Responsibilities and Specific Duties:

• Provide excellent tenant service. Respond to tenant requests/problems in a timely and courteous manner and generate work orders directed to vendors or maintenance staff. Follow-up with the tenant to ensure satisfactory resolution of issues. Ensure that there is 24-hour emergency coverage for the property at all times.
• Identify and prioritize capital improvement projects, major improvements and necessary repairs. Collects bids for review with Executive Director; submits for required approval/funding.
• Assist with administering tenant occupancy including providing the new tenant with an introduction letter regarding emergency contacts, insurance requirements, rent collection procedures, and maintenance request procedures. Conduct periodic inspections of the property and tenant spaces to ensure compliance with leases and the proper upkeep of the property.
• With ED defines annual capital projects and major maintenance/replacement of facility and systems. Helps to prepare proposals, solicits and evaluates bids and coordinates functional work and reporting
• Establish reporting protocols for maintenance requests, preventative maintenance/repairs and replacement of consumables. Monitor open work orders, repairs and key dates/reporting/certification requirements of Building Mechanical systems.
• Assist with the establishment of the Property Management Plan, Preventative Maintenance Inspection, Policies and Procedures and Property Operations Manual.

Secondary Responsibilities and Duties

• Prepare, memos, faxes, email, maintain files, prepare expense reports and other administrative forms, copying, and arrange for courier service and overnight deliveries. Review and ensure accuracy of account payables.
• Maintain equipment records and building schematics. General clerical, filing and record keeping as they relate to tenants, bids, annual budget, building maintenance and repairs. Track work orders and assist in the production of monthly and annual reports.
• Coordinate regular inventories of all business property. Contractor coordination. Coordinate tenant move-ins.
• Obtain estimates/bids for improvements/repairs at the property. Experience with Federally funded project requirements. Generate and track Service Orders, approvals and distribution. Collect and organize all property/tenant information in a format for quick reference.
• Coordinate and schedule appointments, on-site & off-site meetings and conference calls.
• Supports strategic initiatives relating to “Center” growth and expansion; neighborhood property/facilities acquisition, construction, or rehabilitation.
• Detailed review/verification of all invoice amounts of approved Bids, Work/Service Orders or Contracts.
• Assist accounting with questions related to grants and property maintenance, resolution of vendor issues.
• Investigate cost reduction opportunities.

Scope of Responsibility and Authority:

The Facility Manager is charged with supporting management’s efforts in the day-to-day implementation of policies, procedures and programs that will assure a well-managed, well-maintained building, placing maximum emphasis on positive responses to the concerns and needs of the tenants, environmental health and safety, and quality programs in coordination and conjunction with the Association’s goals and objectives. In absence of Executive Director, the Facility Manager must provide “in charge” responsibilities for the property. These responsibilities include being on-call 24 hours, managing and delegating maintenance staff and contractors.

Other Requirements

High School Diploma and 10 years of experience -or-Bachelor’s Degree from four-year College or University with two to three years industry experience/or equivalent combination of education and experience. Strong working knowledge of Microsoft Word, PowerPoint, Outlook, and Excel. Three plus years of directly relevant Commercial Real Estate Property Management experience a plus. Effectively prioritize and multi-task. Excellent people skills. Strong working knowledge of major mechanical systems. Ability to effectively communicate both orally and in writing with peers, managers and agency partners. Dependable & flexible as well as possessing the ability to maintain a high level of confidentiality.

Miscellaneous

The qualification requirements, physical demands and work environment characteristics described in this job description are representative of those that must be met by an employee to successfully perform the primary duties and responsibilities of this job.  This job description in no way states or implies that the primary/secondary duties described are the only responsibilities. The employee is required to follow any other instruction and to perform any other work duties at the request of the supervisor or other management personnel. Some nights and weekends required.

Hours/Salary & Benefits:

FT. $22-$27/hour depending on experience and education. Medical insurance, retirement & other benefits in accordance with NECC personnel policies upon successful completion of probationary period.

To apply: Please send cover letter and resume to Dave Richardson at drichardson@necommunitycenter.com or call 509-487-1603 x215 with questions.

The Northeast Community Center Association is a drug and alcohol free workplace. Applicants may be requested to complete a drug test. Because the “Center” serves fragile populations, a criminal background check will be conducted. The Northeast Community Center Association is an equal opportunity employer.