Full-Time Facilities Manager
Reports to: Director of Facilities and Festivals
Direct Reports: Facilities Assistants/Housekeeping Associates
The Facilities Manager is responsible for the management of the Facilities Department, it’s services and processes that support the upkeep of facilities, buildings, and grounds of the organization. This includes a wide variety of responsibilities in different building locations, depending on the events/functions taking place. Buildings include the ArtsQuest Center, Banana Factory, Bethlehem Visitors Center at SteelStacks, Levitt and Mack Truck Stop, the Turn and Grind, and the campus, grounds, and parking lots associated with each. Duties vary with the day-to-day operations as it relates to the buildings and premises.
Essential Job Functions:
Facilities Management and Maintenance:
- Ensure a clean, safe, and comfortable environment in all buildings and outdoor areas of the campus.
- Oversee, plan, prioritize, review and perform a variety of semi-skilled work in the maintenance, repair and minor upkeep of the buildings and its premises.
- Conduct and document regular facilities inspections; systems such as sprinklers, fire alarms, elevators, etc.
- Secure and monitor specialized contractual agreements, i.e. custodial services, HVAC, elevators and grounds maintenance; identify contract violations and service problems, optimize cost savings; HVAC preventative maintenance and service contracts, overnight cleaning contract, irrigation and lawn service contracts, elevator service contracts, etc.
- Monitor that agreed-upon work by contracted services has been completed satisfactorily and follow-up on any deficiencies.
- Oversee projects from conception through execution, whether done in house or through a bidding process.
- Inspect building and premises to identify maintenance needs and take appropriate action.
- Be on call to respond appropriately to emergencies or urgent issues as they arise including system alarms, mechanical failures (i.e. HVAC, elevators, etc.), and weather-related issues and emergencies.
- Oversee the planning and monitoring of appropriate facility and housekeeping staffing levels and ensure efficient utilization of staff within budgeted allowances.
- Oversee the use web-based scheduling and timekeeping programs to schedule and track hours and payroll expenses and code to the appropriate job codes.
- Manage, schedule, interview, hire, coach and hold accountable the Facilities Department employees, providing training, direction and support as needed.
- Procure utilities contracts through appropriate bidding processes; monitor utility usage to be in line with budget.
- Assist in setting realistic budget numbers for multiple budget lines across all buildings and campus.
- Produce and follow best practice procedures throughout a multitude of maintenance areas (i.e. lawn and landscape care, winter weather preparedness, overnight cleaning paradigm, etc.)
- Distribute keys and maintain log of designated key holders.
- Work with Director, Senior VP, and Capital Resource Committee to identify and prioritize Capital Expenditures and create and maintain a Capital Maintenance plan to ensure sustainability.
- Obtain quotes on projects and purchases and submit for approval through appropriate channels (Director, SVP or Capital Resource Committee).
- Develop ideas for and recommend and implement cost reduction initiatives.
- Monitor and make recommendations re: energy efficiency.
- Work varied shifts as needed; may include nights, weekends and holidays as required.
Note: This job description represents the essential functions of the position but is not all inclusive. This position may be assigned and expected to handle other tasks and duties reasonably related to job the responsibilities.
Knowledge, Skills and Abilities Required:
- 3-5 years of prior work experience in maintenance, repair and supervision of semi-skilled staff.
- High school diploma required; Bachelor’s degree in related field preferred. A valid driver’s license with a clean driving record; the ability to move from building to building throughout the day using reliable transportation.
- Knowledge and use of tools and equipment used in building maintenance and repair work.
- Working knowledge of HVAC systems, boilers, etc. preferred.
- Prior experience in budgeting, sourcing of resources, negotiating contracts a plus; Ability to work within multiple budget lines and manage expenses.
- Knowledge of proper planning and maintenance techniques.
- Ability to work independently and as part of a team.
- Ability to identify and make decisions regarding facilities and maintenance repairs; an ability to make decisions quickly and independently as well as with input from others.
- Exceptional customer service skills and ability to interact with a wide variety of people, including volunteers.
- Excellent communication skills, verbal, written and interpersonal.
- Ability to use a computer and phone; proficiency with Microsoft Office suite of products; Word, Excel, Outlook. Other maintenance-related, ticketing system programs a plus.
- Process-oriented and previously demonstrated experience with project management.
- Ability to work in a team environment.
- Ability to professionally interact with people, issues, and stay calm and collected in emergency situations.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.
While performing the duties of this job, the employee is regularly required to:
- Communicate either verbally and/or in writing.
- Interact with a wide variety of people, including volunteers.
- Sit, stand, climb, kneel, stoop and walk; use hands to finger, handle or feel; and reach with hands and arms.
- See, hear, listen, talk; use a computer and phone, hand and power tools, diagnostic instruments.
- Lift up to 25 pounds frequently, and up to 50 to 100 pounds occasionally, with or without reasonable accommodation.
- Travel between organization’s facilities, all within 1 mile of one another using reliable transportation. Employee is occasionally required to travel offsite for business meetings as needed.
ArtsQuest has a culture of CARES; Creativity, Adaptability, Risk Taking, Evaluation and Sustainability; In order to be successful at ArtsQuest you must be willing and able to take ownership, and make significant contributions to the success of the organization:
- We value a collaborative work style as well as the ability to work cross-functionally.
- We not only work in an office environment in close vicinity with other staff members, across multiple buildings, we also work outdoors in all types of weather during festivals and events.
- We often work long and unusual hours, including some evenings, weekends and holidays to support our festivals and events.
Salary and Benefits:
A salary range has been established and will be discussed with qualified candidates. Salary will be commensurate with experience. Benefits include medical, term life, and disability insurance, as well as a 403(b)-retirement plan. We offer a generous paid time off policy as well as discounts on select visual arts and education programs, concerts, comedy and cinema, festivals and events.
FLSA Status: Exempt
ArtsQuest is an Equal Opportunity Employer