Facilities Manager

JOB SUMMARY

The Facilities Manager is responsible for the coordination of all Plymouth building services in partnership with the Director of Facilities, and oversees external contractors, vendors, in all maintenance, repairs and facility emergencies 

This position is responsible for managing the onboarding support and training of a centralized maintenance team which includes a Maintenance Facilitator, Maintenance Technicians, Float Janitors and temporary staff to perform specific tasks and duties, which serve all of Plymouth buildings and includes ensuring unit turns and work orders are completed on time and meet Plymouth’s standards for quality.  Administrative duties include authorizing and coding invoices, creating expense reports, participation in development of budgets and department expenses, maintaining vendor contacts, tracking vendor costs with performance, creating tracking spreadsheets, scheduling preventative maintenance, and monitoring work logs.  

The successful incumbent in this position works independently and communicates with all staff at all levels from various departments across the organization 

This is a regular, full-time benefitted position. 

ESSENTIAL JOB FUNCTIONS:

(Responsibilities, accountabilities, and competencies; may not include all duties of this job)

Building Maintenance

• Oversee work order process and ensures that completion of work orders meet quality standards.
• Oversee and implement preventive maintenance program. 
• Ensure that building staff is trained in building systems’ operations and emergency shut offs.
• Oversees preparation of vacated units for rental and turns units in a timely manner to meet Plymouth standards. 
• Oversee and maintain ordering and inventory of maintenance and janitorial supplies for buildings across the portfolio.  
• Respond to after-hours facilities emergencies.
• Work closely with the Portfolio Managers and building staff to prepare buildings for on-site inspections by external agencies.
• Perform routine and specialized repairs to HVAC, electrical, plumbing, boilers, locks miscellaneous finishes, and other repairs.
• Oversee Plymouth owned and operated vehicles, including regular maintenance.
• Work with the Director of Facilities to manage security of key systems, and oversee staff use and possession of Plymouth keys. 

Projects/Contracting

• Plan for long-range maintenance and major capital projects as directed by Director of Facilities.
• Work with contractors on major building repairs or upgrades as directed by Director of Facilities.
• Work with the Director of Facilities on Capital Needs Assessments, including implementation.
• Participate in new project development, representing building maintenance with the Development and Construction Teams.
• Perform quality assurance inspection on projects and new construction.
• Project manage flood mitigation and responses.
• Conduct site visits with perspective contractors.

Staff Supervision

• Hire, supervise, guide, mentor & support the Maintenance Facilitator, Maintenance Technicians, Floating Janitors and temporary staff.
• Evaluate skill level of Maintenance Facilitator, Maintenance Technicians, Floating Janitor staff and provide direct training, as needed, to assure staff competence and ability to meet department’s performance goals.  
• Train staff on preventative maintenance, safe work methods, emergency repairs, use of tools and building systems. 
• Maintain employee work schedules including assignments, job rotation, training, paid time off, cover for absenteeism, and overtime scheduling. Track staff time on projects. 
• Collaborate with Director of Facilities to plan and lead weekly staff team meetings, including regular training on safety and skill building.
• Provide skill building and development training and opportunities.
• Recognize staff accomplishments and provide staff appreciation. 
• Complete performance appraisals annually.
• Coordinate with Maintenance Facilitator to ensure that distribution of work orders is appropriate, efficient, and timely.

Financial

• Participate in creation of annual draft budget on building maintenance with Director of Facilities.  
• Monitor maintenance spending relating to materials and inventory, ensuring adherence to the annual budget. 
• Review, approve, and submit all invoices to the Finance Department related to buildings’ maintenance, supplies, maintenance and floating janitor staff, vehicles and tools.   
• Recommend measures to improve financial performance of the facilities department.

Other

• Committee participation as directed by Director of Facilities.
• Perform other job-related duties as assigned by Director of Facilities.

ESSENTIAL JOB QUALIFICATIONS:

(Any equivalent combination of knowledge, skills, abilities, education, and experience)

Education: Associate's degree in facilities management or an equivalent combination of education and relevant work experience.

Experience:  minimum 5 years’ experience in mulit family housing or related experience in construction/project management. 

Min. 1 years direct supervision experience of maintenance staff or in a related field. 

Licensing Requirements: Valid Washington State Driver license and insurable driving record. 

Knowledge, Skills, and Abilities: 

• Committed to working toward diversity, equity, and inclusion in providing services to tenants and working with Plymouth staff. Able to communicate and work effectively with a diverse group of voices in support of Plymouth’s goal of being an anti-racist organization.
• Practical working knowledge of carpentry, plumbing, and HVAC, boiler and electrical systems.

• Experience in assessing maintenance needs and issues and maintaining older buildings.
• Viable organizational skills with ability to prioritize effectively and meet deadlines proficiently. 
• Demonstrated and proficient experience with Microsoft Office applications, particularly Word, Excel, and Outlook.
• Demonstrated experience to work efficiently and effectively with customized databases and technology.
• Demonstrated experience with effective written and verbal communication in English about technical problems and solutions.
• Excellent interpersonal communication skills and ability to lead a team of diverse staff.
• Self-motivated, with the ability to work independently or as part of a team and capable of taking initiative and managing multiple responsibilities. 
• Available to be on-call for after-hours facility emergencies.

• Access to reliable transportation and be able to be to Downtown Seattle properties within 45 minutes.

Desired Qualifications:  

• Bachelor’s Degree in Facilities Management or related field is desired. 
• Trade school program certifications in the following related disciplines is desired: Facilities Management, OSHA, HVAC, Boiler Operator, service WA State 07b electrical administrator.
• Experience working with a diverse workforce and tenant population is desired. 

Project Management experience is desired.