Manager, Facilities

Position Summary:

The Manager, Facilities drives the execution of the strategic plan including monitoring, through the team, the day-to-day activity within the buildings. The manager will provide key project management skills and support for the strategic plan, capital projects, as well as day-to-day innovation. The Manager will ensure Philabundance is compliant with OSHA, and other regulations, as well as ensure alignment with best practices as it applies to facilities management.

The Manager will capture and maintain performance metrics for the Facilities Team which may include responsive delivery of services, budgetary requirements, streamlining processes and adjustments to ensure efficiencies. Management of vendors will be key.

This position directs all facilities maintenance operations for five buildings & property at four different locations in Philadelphia, including warehouse/food storage and offices. This position will manage a staff of Facilities Associates as well as the management of facilities-related vendors including but not limited to outside janitorial services, landscaping services, snow removal, cleaning personnel, and special utility programs. General facilities management includes preventative and corrective maintenance, landscaping/grounds and custodial as well as all special projects that require building and grounds involvement. Work closely with the Director of Operations and Logistics on areas such as space planning, pest control, waste management, safety, equipment maintenance and repair. This position also works closely with all departments on business continuity, disaster response, operations, and procedures. Position manages special construction projects as necessary and acts as a liaison for external audits.

Competencies:

• Effective Communication: conveys information clearly, with respect and integrity, using a professional manner and the appropriate means and channels for audience and subject matter.
• Accountability: reliable, honest, and transparent; regularly makes commitments and takes ownership of responsibilities.
• Integrity: being honest and showing a consistent upholding of strong moral and ethical business values; striving to do whats right.
• Interactions: displays a positive and constructive attitude, demonstrates good personal and professional conduct, and provides good customer service to internal and external stakeholders.
• Collaboration: develops relationships and works effectively with people across the organization, regardless of location or background, to achieve organization goals.
• Agility: maintains efficiency in a changing work environment; adjusts effectively to work within new work structures, processes, requirements, or cultures.
• Quality: Work is organized, accurate and neat. The employee displays a commitment to excellence, checks work and learns from mistakes and seeks feedback to improve quality as needed.
• Urgency: high degree of productivity, uses time wisely and can prioritize effectively; actively seeks out new assignments, and supports others when available.
• Judgement: uses proper judgement to make sound decisions, analyze and solve problems, and considers short and long-term impact to other team members, processes, etc.
• Engagement: contributes to the success of the organization by embracing teamwork, taking initiative on tasks and problem-resolution, and seeking out learning opportunities.

Primary Responsibilities:

• Property management to ensure a safe environment, professional appearance, and maintain a level of effectiveness with equipment and building preventative maintenance. This will cover landscaping, snow removal, HVAC, Refrigeration, Compressors, and large equipment in the warehouse.
• Manages the development of the annual budget, including monthly and quarterly reporting process of program outcomes and measurement. This includes forecasting and compliance.
• Manage refurbishment projects with respect to day-to-day business needs, budget, and align with preventative maintenance schedule.
• Key person for insurance plans and service contracts in collaboration with the Finance department.
• Secures vendor relationships which are monitored, audited, and reviewed for effective upkeep of property and equipment, compliance for safety and other building standards.
• A strong focus and collaboration on physical safety requirements, technology support for security and ownership of a ready state regarding safety and security within the team, and a proactive approach.
• Provides strong input on immediate and future workforce needs to ensure appropriate support is available, this includes but is not limited to, work planning, attendance, performance, training, and staffing.
• Establishes and trains others to ensure a high level of positive customer service; professionally communicate with customers/volunteers in a courteous manner and respect agency personnel and clientele.
• Owns level of excellence for the facilities team overall output. This includes but is not limited to evaluations, assessment of ongoing process improvement and SOP development; implements efficiencies and effectiveness through direct management team.
• Responsible for supporting and aligning with Philabundance Cultural pillars. Ensuring communications, actions and interactions reflect a focus on People, Professionalism, Partnerships, and Progress.

Educational Achievement:

• High School Diploma or GED required. Education or experience equal to a bachelors degree, minimum of 4 years direct experience in a logistics, business, or management role.
• Serve Safe Certification preferred. Must be able to certify within 30 days of hire.
• Forklift Certification highly preferred, must secure by first 30 days and progress to be able to teach, coach and certify others.

Work Experience:

• A minimum of 5 years of facilities management experience or related industry is required. A minimum of 2 years dedicated to leadership responsibilities or equivalent required.
• Previous experience in property management or site management; maintenance, handling escalations, security, safety and vendor management.
• Strong project management expertise which includes budgets, vendors, and capital projects.

• Strong knowledge of OSHA and Safety requirements required.
• Proven organizational and communication skills, guide a team with levels and provide senior leadership team with necessary information on an ongoing basis.
• Successful experience with problem solving and ability to stay nimble in an evolving environment.

Preferred:

• Leadership and hands-on experience in these areas:
  • Drywall/plaster repair and painting
  • Furniture assembly and relocation
  • Changing lights and/or fixtures
  • Plumbing repairs, replacements, installation
  • Carpentry repairs and installations (doors, shelves, countertops)
  • Minor repair of electrical devices
  • Facilities safety inspections
  • Concrete and asphalt paving inspections and repairs
  • Grounds and security maintenance (fencing, gate arms and gates)
  • Compressors
  • Refrigeration

Required Skills and Abilities:

• Ability to manage vendors to ensure timely delivery of high-quality services and equipment. Vendor Management experience, research, vetting, contract review through agreement or contract end.
• Project Management ownership with multiple locations, internal and external resources with direct alignment to goal and budget.
• Administrative capability to work with databases, produce reports, communication, analysis and present internally and externally preferred. (Microsoft suite, ppt, database exp. and Zoom/Teams)
• Previous experience owning and influencing a complex process to a positive defined outcome.
• Ability to manage and achieve high levels of service and maintain high standards and quality of facility management.

Essential Job Functions:

• Must have the ability to be available evenings, weekends, and take on extended hours as business demands.
• Occasionally, must be willing to travel within the and outside of the service area (employee can use public transportation, rideshare services, personal vehicle or other means). Must be physically compatible with travel, office events, and meetings. Must have a valid drivers license with a clean driving record is required to be eligible to drive Philabundance vehicles.
• Bend, stop, crouch, climb, stand, sit, walk, and turn/pivot throughout an 8-hour shift, 5 days a week.
• Move/lower, push/pull and carry objects/parcels no greater than 50 pounds; when moving/lowering, pushing/pulling and carrying objects/parcels greater than 50 pounds use 2 people or mechanical.
• Ability to work inside a freezer with a temperature in the range of -10 to 40 degrees Fahrenheit as well as in a humid warehouse.
• Move packages to heights above shoulder and lower to foot level.
• Ability to operate pallet jack, both manual and power, and ride jack to load/unload trucks.
• Reach, grasp, and maintain control of items and materials used to perform activities associated with delivering and picking up packages.
• Perform additional tasks using simple hand grasp, fine hand manipulation, and reach associated with assigned tasks such as keying.
• Maintain a work pace aligned by meeting or exceeding piece per minute/production standards.
• Work in an environment that will contain variable temperatures and humidity, outside weather conditions, exposure to noise, dust/dirt, confined work areas.
• Must meet all the applicable requirements as specified by OSHA.
• See, hear, and speak with sufficient capability to perform assigned tasks and maintain proper safety conditions.
• Maintain an acceptable work pace and align with required personal and team deadlines. Must meet goals.
• Demonstrate cognitive ability to: provide direction as well as follow directions and routines, work independently with appropriate judgment, read words and numbers, concentrate, memorize, recall, identify logical connections and determine sequence of response, process proactively and identify near and long-term future needs as well as evaluate problems and escalate/inform management as is necessary.