What are the responsibilities and job description for the Trinity Assistant to the Facilities Director position at Trinity United Church of Christ?

Job Description

The Assistant to the Facilities Director supports the Facilities Director in overseeing the maintenance, security, and engineering teams, ensuring the efficient day-to-day management of TUCC’s grounds, buildings, and equipment. The Assistant to the Facilities Director serves as a key point of coordination between departments, ensuring that projects, repairs, and maintenance tasks are completed to high standards and on schedule. This role also involves assisting with administrative tasks such as budget tracking, procurement, scheduling, and vendor management, as well as supporting affordable housing initiatives and related financial activities.

Team and Departmental Support :

Assist the Facilities Director in managing maintenance, custodial, engineering, and security staff.
Coordinate daily work assignments, schedules, and methods for facility maintenance and security services.
Support in the recruitment, onboarding, and training of new personnel.
Assist with monitoring team performance, addressing issues, and encouraging staff development and team-building efforts.
Act as a liaison between the Facilities Director and department teams, ensuring clear communication of priorities and project statuses.

Maintenance and Operations Support :

Help oversee building repairs, maintenance services, and service contracts (e.g., HVAC, pest control, landscaping).

Coordinate daily campus services, including garbage collection, recycling, and deliveries.

Assist in tracking the inventory of facilities equipment and supplies, allocating storage spaces, and maintaining organization of storage areas.

Support in implementing and maintaining safety standards, ensuring proper use of chemicals and equipment by the maintenance and landscaping teams.

Project and Safety Coordination :

Assist with the planning and coordination of facility projects, such as maintenance of structures and systems.

Help develop and update the Emergency Action Plan, including scheduling and coordinating emergency drills and life safety system testing.

Work with the Facilities Director to ensure compliance with local, state, and federal safety regulations and codes.

Budget and Vendor Management :

Assist the Facilities Director in preparing and monitoring the department's budget, including tracking expenses, purchases, and maintenance improvement plans.

Help coordinate procurement and vendor management, ensuring timely delivery of services and equipment while maintaining budgetary limits.

Support in analyzing departmental data to identify opportunities for cost-saving measures and operational improvements.

Housing and Development Support :

Prepare RFP reports, subsidy applications, periodic reports, while also approving purchase orders and check requests to support affordable housing projects.

Maintain relationships with developers, lenders, and agencies to ensure smooth project execution and support collaboration in affordable housing developments.

Assist in securing funds and grants from state and federal funding sources, while coordinating the closing process with funding partners.

Assist with the intake of loan applications for affordable housing projects.

Prepare reports on project progress, financial status, and housing development milestones.

Requirements : The Assistant to the Facilities Director will have an associate's degree or equivalent work experience in facility management, engineering, real estate development, or a related field, with at least 3 years of experience in facilities management, maintenance, or affordable housing development. They should have a proven track record of supporting leadership roles within facilities, custodial, or housing operations. Strong written and verbal communication skills, along with excellent organizational abilities to multitask and prioritize effectively, are essential. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is required, and experience with maintenance management systems is a plus. The incumbent must also possess an ability to work in stressful conditions and under difficult situations. The incumbent must possess a valid driver’s license. Normal hearing and vision or correctable hearing and vision to normal levels is required.

Work Schedule : The Assistant to the Facilities Director shall generally work forty (40) hours each week in accordance with the ministry support needs for Trinity United Church of Christ and its affiliated properties. The Assistant to the Facilities Director, as a condition of employment, is required to work on Sundays and / or holidays.

Please note that the salary for this position is up to $48,107 annually, based on qualifications and experience.

Salary : $48,107

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