JOB TITLE: Facilities Manager

EMPLOYEE TYPE: Exempt

REPORTS TO: Director of Facilities

LOCATION: Chicago, IL 

JOB OVERVIEW:

The Facilities Manager is a member of the CICS network operations team, responsible for managing and monitoring the maintenance of select school campuses in Chicago, which requires working closely with contractors and school staff. To effectively serve students and families, this team member will ensure that the facilities team at these campuses meet and exceed expectations around the workplace for seamless operations, safety, and cleanliness. The Facilities Manager will appropriately plan and facilitate execution of regular and project-based facilities management tasks and activities.

RESPONSIBILITIES

Campus and Parish Liaison for Facilities 

● Partner and liaison for a cluster of 4 CICS schools on all facilities manners

● School and CICS liaison for local parishes of those schools for facilities requests and partnership with Archdiocese

Campus maintenance 

● Ensure campuses are meeting and in compliance with all city, state, and federal code requirements

• Ensure preventative maintenance (PM) measures and tasks are completed at each of the schools
• Complete repairs and carpentry in a timely and quality manner 

● Schedule vendors for more complex repairs 

● Repair lights, ballasts, hardware as needed 

● Monitor and facilitate repair of: HVAC and fire safety equipment, building inspection and safety issues, signs and banners, battery replacement, door and hardware, electrical and wiring, appliances, drywall, tiles, playgrounds and athletic areas, and school grounds, 

● Develop and establish standard operating procedures for facilities purchases to enable monitoring/follow-up 

● Plan and facilitate deep cleanings and/or special projects of each campus during breaks 

● Plan and conduct preventative maintenance for campus systems 

● Respond to facilities related emergencies and unexpected issues in a timely manner 

● Work flexible hours as determined by campus needs 

● Respond and resolve work order requests as they arise in FMX or current work order management software

Vendor management 

● Actively manage vendors including but not limited to: pest control, waste management, HVAC, landscaping, kitchen services (e.g., hood and grease trap cleaning, etc.), security system, and playground inspections/repair 

● Facilitate and manage the process for vendor solicitation, bids/negotiation, selection and contract agreement, scheduling, and execution of work

● Monitor quality and timeliness of work delivered as well as professionalism of interactions with school staff, students and campus visitors 

● Develop a cadre of reliable vendors for executing ongoing maintenance and capital improvement work 

Facilities-related training 

● Recognize the need for, plan and deliver effective training to staff for equipment usage, standard operating procedures, OSHA/safety, customer service, technology, etc. 

● Develop reference documentation for facilities staff, communicate about it and ensure its accessible 

● Establish and reinforce campus vs. network division of facilities responsibilities with care 

● Keep up-to-date on federal and state laws and code compliance requirements for school facilities management 

Capital oversight 

● Identify, help plan, and execute approved capital projects for campuses, including summer improvement projects 

● Manage inspections, installations, and training related to facility assets and structural improvements for electrical, asbestos, plumbing, flooring, painting, roofing repairs, construction, building upgrades, technology infrastructure, AC/heating infrastructure, parking lot/sidewalk entry & exit repairs, ADA compliance 

KNOWLEDGE AND SKILLS

Skills & Competencies

• Commitment - You are passionate about the boundless potential of our students and providing high quality education options for all; your decisions are consistently made through the lens of what is best for students, and you understand how your work ensures that students are able to learn and thrive. 
• Service orientation - You are committed to providing high-level service to internal and external stakeholders. Drive toward results - You anticipate and work to overcome challenges, persevere, and meet goals. You have an imperative to act and demonstrate unwavering diligence. 
• Facilities expertise – You demonstrate strong knowledge of facilities and maintenance and have an in-depth understanding of at least one trade (e.g., HVAC systems, plumbing, carpentry, etc.).
• Prioritization and escalation of critical information – You possess ability to reliably identify and prioritize maintenance issues so that network staff (Director of Facilities and COO) can rely on this knowledge to make decisions regarding budget and maintenance costs without physically viewing each campus. You can determine what needs to get done, by when, and by whom on an ongoing and fluid basis even as tasks accumulate suddenly. 
• Strong project management - You can balance long-term and immediate needs at multiple sites with the necessary attention to detail and managing multiple vendors executing work while maintaining a high bar for quality and high-level of productivity 
• Excellent management and communication skills - You have a record of effectively empowering and managing staff to accomplish work with quality. You communicate with and coordinate multiple stakeholders in order to accomplish multifaceted projects; your communication is efficient and understood with little to no clarification. You effectively manage others who manage a larger set of staff. 

REQUIREMENTS

● 5-10 years of experience in construction, engineering, maintenance, mechanics, or other facilities-related job experience 

● Undergraduate degree preferred 

● 2 years of experience managing a team highly preferred 

● Experience engaging with vendors and handling vendor contracts 

• Experience using technology and software for work orders, such as FMX and/or Google and Microsoft products

PHYSICAL REQUIREMENTS/ENVIRONMENTAL CONDITIONS:

Regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 10 pounds. While performing the responsibilities of this position, the work environment characteristics listed below are representative of the environment the employee will encounter: usual school working conditions which may be noisy during high student traffic and somewhat stressful due to frequent student activity.