Facilities Manager

Description

Employment Status: Full-Time

FLSA Status: Non-Exempt  

Schedule: Flexable - 40 hours per week

Report to: Pastor 

 Full-Time Benefits may include:

• Paid Holidays/Holy Days
• 403 (b) Retirement
• 401 (a) Pension Plan
• Medical, Dental, Vision, Life
• Employee Assistant Program
• Short-term/Long-term Disability

Summary:

The Facilities Manager is a highly organized and motivated individual. This position will be responsible for overseeing the calendaring of events for the Family Center Building of Our Lady of Guadalupe and the Parish Hall, events and programming, rental of facilities, and marketing for events held at both the main church campus and The Annex property. The Event Coordinator will play a key role in creating a welcoming and enriching environment for our community and ensuring the success of various Catholic events. This individual will also serve in a supervisory capacity over the parish maintenance team.

Position Responsibilities:

-  Manages and maintains a comprehensive calendar of events, including religious ceremonies, retreats, ministry meetings, social gatherings, facility rentals, and other community-oriented activities.

- Oversees the rental process for our facilities to external organizations and individuals. This involves managing inquiries, coordinating contracts, overseeing logistics, and ensuring the facilities meet the specific needs of each event.

- Coordinates with church ministries, event planners and vendors to ensure that events run smoothly.

- Coordinates appropriate event scheduling and communicates with the Liturgy Coordinator and the Stewardship and Outreach Coordinator.

- Receives and responds to rental inquiries in a timely manner.

- Schedules facility tours with potential renters within reasonable meeting hours. Every effort will be made to accommodate the scheduling needs of the interested parties.

- Responsible for the rental agreement and rental payment processes from start to finish.

- Provides a staff presence during rental events at the parish facilities.

- Assesses and makes recommendations on how to improve upon the rental processes to the Pastor and Finance Council.

- Schedules and manages event budgets, including tracking expenses, preparing financial reports and making recommendations for cost savings.

- Oversees the opening and locking up of rental facilities, ensuring that all security procedures are followed.

- Negotiates and finalizes contractual security hours for rental agreements with local law enforcement.

- Submits invoices, including security invoices, to the bookkeeper with backup documentation.

- Develops and executes marketing strategies to promote events to our community and beyond. This includes creating promotional materials, utilizing various marketing channels (such as social media, email newsletters and websites), to maximize event visibility and attendance.

- Cultivates and maintains positive relationships with internal and external stakeholders, including Catholic organizations, clergy, vendors, sponsors, and community members. Collaborates with them to enhance experiences and explore partnership opportunities.

- Conducts thorough evaluations of each event, collecting feedback from participants, stakeholders and staff. Analyzes data collected and makes recommendations for future improvements in event planning, programming and execution.

- Maintains positive relationships with staff, volunteers and community members who use parish facilities.

- Identifies new ways to use and improve upon current communication platforms in the marketing of the parish’s rental facilities.

- Assists with the planning, coordination and promotion of all parish-wide events including but not limited to the parish’s calendaring, Fall Festival and other parish fundraising events.

- All other duties deemed necessary.

Supervisor over Parish Maintenance Team:

-  Meets regularly with parish maintenance and custodial staff to hear needs of team and projects to be considered by pastor and finance council

- Assembles and assigns maintenance schedule

- Plans and schedules the parish maintenance team on rental related preparation and take down.

- Directs the implementation of the annual work plan regarding facility maintenance and upkeep.

- Evaluates the methods and procedures used in performing the maintenance and custodial duties and revises as necessary. Obtains bids and contracts for work, in absence of bookkeeper; oversees fulfillment of contract terms.

- Coordinates safety and security procedures as well as specialized needs. Develops and implements procedures to address problems that arise within the facilities, consistent with parish and Diocese guidelines. 

- Coordinates the energy management program.

- Coordinate annual inspection of facilities with Diocese Risk Management.

Requirements

Qualifications:

 To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must be flexible and be able to work occasional evenings/weekends and be able to travel locally. Must be able to pass a background check.

Education and/or Experience:

High school diploma or general education degree (GED) and 2-3 years of responsible experience in building and mechanical, equipment maintenance and repair; or an acceptable equivalent combination of education and experience. Good skills in the use of hand and power tools. Proven experience with facility project research, contract negotiation skills and project management. Excellent hands-on experience and knowledge of carpentry, plumbing, electricity, heating and A/C, grounds upkeep and other maintenance areas and 2-3 years proven supervisory experience including timecard approval and performance review functions. 

Language skills:

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence, ability to effectively present information in one-on-one and small group situations to other employees of the Organization. Bi-lingual in English/Spanish preferred but not required.

Mathematical skills: 

Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions and decimals.  Ability to compute rate, ratio, and percent and to interpret miscellaneous drawings and schematics.

Reasoning Ability:

Ability to define a problem, collect information, establish facts, and draw valid conclusions/recommendations. Ability to deal with problems using experience and common sense understanding to carry out detailed written or oral instructions.  

Certificates, Licenses, Registration:

 Valid Texas Driver's License.

Preferred Additional:

• Bilingual (English/ Spanish)

Physical Demand:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop; kneel; crouch; or crawl; and talk; or hear. The employee is occasionally required to sit. The employee must frequently lift and/or move more than 100 pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to wet and/or hot humid conditions; high, precarious places; fumes, odor, dust, oil or airborne particles; toxic or caustic chemicals; outside weather conditions; risk of electrical shock; and vibration. The noise level in the work environment is usually moderate to occasionally loud. 

Work Hours:

Must be flexible as hours will vary based on the church needs