Job Details
Job Location
Administrative - Boston, MA
Position Type
Full Time
Education Level
Not Specified
Salary Range
$65,000.00 - $68,000.00 Salary
Travel Percentage
Up to 50%
Job Shift
Day
Job Category
Facilities
Description
Job Title: Facilities Specialist, Facilities Management
Reports To: Director of Real Estate and Facilities
Location: Boston travel to sites as needed
Position Type: Exempt
Annual Salary: $65,000 - $68,000
Overview : (Summary of the job)
The Facilities Specialist will assist the Director of RE/Facilities in overseeing the RE/Facilities Department with the essential daily maintenance operation. The Facilities Specialist is responsible for managing multiple aspects of work orders, State/Funding agency inspections,
EOHLC inspections, HQS Inspections, and building/facility improvement projects. Utilizing the organization's Maintenance Management software will oversee that the system is updated and work orders have been scheduled/completed to industry housing standards. The Facilities Specialist also schedules routine maintenance of all company properties, owned and leased, utilizing support staff in a cost-effective and safe manner while fostering a cooperative and respectful working environment.
The Facilities Specialist in conjunction with the Director of RE/Facilities will supervise/support the outsourced maintenance crew in their duties to maintain, service, and repair company-owned leased facilities. Responsibilities include but may not be limited to scheduling work orders, dispatching staff, reporting to the Property Manager when inventory is low, maintaining management of tools and equipment, confirmation of work completed, property inspection and reporting,and inventory control.
The Facilities Specialist will be required to work (2) days in the field completing work orders in conjunction with the outsourced maintenance crew. In addition to being on call once a month.
Responsibilities :
Maintain and Repair Property/Facilities: Including but not limited to general facility repairs and property maintenance, replacement or repair of windows and doors, minor plumbing repairs, minor electrical repairs, drywall repairs, cabinet repair, lock repair or replacement, smoke detector battery replacement or installation of new detectors, installation/removal of window guards, installation/removal of window blinds, caulking and sealant applications and all to be followed through to completion including post-inspection confirmation and reporting.
Maintain an Inventory of Tools/Equipment, Supplies, and Furniture: Provide and maintain an adequate supply of Tools. Maintain equipment, cleaning/maintenance supplies, and furniture in a professional manner to general industry standards.
Annual Housing Quality Standard Unit Inspections:

• Assist the Director of Real Estate & Facilities with scheduling annual unit inspections and preparing inspection correspondences.
• Perform HQS annual unit inspections with the Property Management, create HQS annual unit inspection work orders utilizing the company's maintenance management software, and assign unit inspection work orders to vendors, contractors, or the internal maintenance team.
• Coordinate/oversee HQS annual unit inspection repairs to ensure they are completed to satisfactory.
• Responsible for notifying Landlords, Owners, and Management Companies of HQS repairs, and monitoring repairs to ensure they are completed within 30 days.

EOHLC Unit Inspections:

• Responsible for notifying appropriate internal and external staff of upcoming EOHLC unit inspections and attending EOHLC unit inspections with EA Program Manager and/or Case Managers.
• Responsible for reviewing EOHLC Unit Inspection reports, notifying internal staff of housekeeping, rodent, and building facilities repairs, etc.
• Create EOHLC unit inspection work orders utilizing the company's maintenance management software, and assign inspections to vendors, contractors, and/or internal maintenance team.
• Coordinate/oversee EOHLC repairs within 30 days of receipt of findings, responsible for notifying Inspector when repairs have been completed, and scheduling re-inspection.

Facilities Special Projects:

• Relocation, Expansion, and Termination Moves:

• Assist the Director of Real Estate/Facilities & Property Manager with relocating families, staff offices, etc.
• Schedule/Coordinate movers, determine if replacement furniture is required, and submit furniture/replacement requests for Sr. Director of Real Estate & Facilities approval.
• At the discretion of the Director of Real Estate/Facilities or Property Manager attend moves/relocation meetings.
• Oversee the physical moves (on-site) to ensure the move has been completed.

• Facilities/Building Improvements:

At the discretion of the Director of Real Estate/Facilities assist with addressing maintenance/building
improvement needs and projects which include but are not limited to:

• Evaluate project or project requests
• Estimate project needs, classifying and prioritizing major projects
• Responsible for vetting contractors and vendors to ensure they are a good match for the organization, in addition to getting contractors' and vendors' paperwork to the Finance Department for NetSuite.
• Research/arrange expert consultation services required for Organization projects, such as architects, engineers, contractors, vendors, etc.
• Create Requests for Proposal (RFPs) and scope of work for potential contractors, vendors, etc.
• In conjunction with the Director of Real Estate/Facilities review quotes, bids, and proposals, and identify areas of concern.
• Serve as a point of contact with vendors, contractors, building inspectors, etc.
• Manage facilities/building improvements
• Keep the Director of Real Estate & Facilities of project status, and communicate any issues which impact the budget, project delivery, et al.

• Scheduling/Overseeing Unit Turns

• Monitor off-line unit report in conjunction with the Real Estate Administrative Assistant to ensure unit turns have been completed within 5-7 days. Inform internal staff when the unit is in jeopardy of not being completed within the time frame to prevent financial loss.
• Determine whether the unit turn requires a contractor or vendor, or if it can be performed by internal maintenance staff and assign the unit turn accordingly.

Additional Responsibilities:

• Maintain routine department records
• Assist the Director of Real Estate & Facilities with developing and implementing preventative maintenance programs
• Oversee and coordinate the work of vendors, contractors, and internal maintenance staff
• Attend staff and management meetings as needed
• Utilize Work Order Software to schedule, communicate, and plan workload, including routine and event-specific tasks
• Maintain the key and lock program
• Perform on-call emergency maintenance Respond to off hour's critical calls to resolve facility issues
• Other duties as assigned by supervisor or other management
• Perform other duties as assigned.

Equal Employment Opportunity Statement
Heading Home, Inc. is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, national origin, age, disability, veteran status, genetic data, gender identity, sexual orientation, religion or other legally protected status, or any other classification protected by federal, state, or local law.
Work Environment
Normal for an office environment.
Qualifications

• High School Diploma or GED
• Proficient in English
• Proficient with Microsoft Word, Excel, Outlook, and Acrobat Adobe
• Proficient with a Property Management Software such as AppFolio
• Minimum of 2 Years' experience with maintenance/facilities work
• Valid Massachusetts Driver's License (with a clean driving record)
• Able to
  • Remain on your feet as required
  • Climb Stairs
  • Climb ladders up to 6ft
  • To lift 50lbs