Heluna health is a nonprofit organization whose mission is to be the leading provider of program services and fiscal sponsorship for over 280 population health initiatives. We are seeking a capable, motivated Facilities Manager to take over all aspects of the configuration and maintenance of our Oakland-based facility. Do you love tackling problems head-on? Do you enjoy coming up with creative solutions to business pain points? Are you a hands-on manager that can manage a project from start to finish? If you can answer “yes” to those questions, you’ll fit in well with our company. We run a fast-paced but casual office in a supportive atmosphere. 

The Facilities Manager works to ensure that our facilities operate effectively to meet the needs of the company. 

Salary Range: $83,491.20 to $96,478.72 is commensurate with experience.

ESSENTIAL FUNCTIONS

Facilities Administration

• Maintain effective day-to-day operations of the Oakland office building.
• Assist safety leader(s) in designing workplace safety policies and procedures.
• Communicates workplace safety policies and procedures to employees.
• Ensures security and emergency preparedness policies and procedures are implemented and periodically tested.
• Assist safety leader(s) with the scheduling and execution of safety-related employee training and drills including fire, earthquake, and building evacuation drills. 
• Ensures that the facility is clean, safe, secure, and maintained according to company policy and procedures.
• Solve problems (proactively and reactively) impacting the building operations and/or the occupants.
• Oversees building and grounds maintenance.
• Operates and maintains custodial functions.
• Conducts, documents, and reports on regular and ad hoc facilities inspections.
• Develop, maintain, and manage the Oakland facility approved outside vendor list for all services and systems including infrastructure (e.g., mechanical, electrical, plumbing, HVAC, security systems, etc.).
• Negotiate, maintain, manage, and ensure compliance with the terms and conditions by the parties to all service vendor contracts for the Oakland facility. 
• Conduct the RFP process, including vendor site visits, and collect suitable vendor proposals for upcoming projects. Negotiate cost and job scope. 
• Develop, maintain, and manage routine preventative and ad hoc maintenance schedules for all systems including infrastructure for the Oakland building. 
• Schedule, monitor and confirm the proper and timely completion of all services and tasks for the facility by outside vendors and others. 
• Approve and retain all building documents (in physical and electronic forms) of contracts and completed work by vendors and contractors in accordance with company policy and procedures.
• Recommend maintenance, mechanical, electrical, facility, safety, and security design modifications.
• Handle general accounting tasks, such as accounts payable, petty cash, and budgeting for the facility.
• Forecast, allocate, and supervise the financial and physical resources for the proper management of the facility.
• Work onsite at the Oakland building during scheduled business days and, if required, supervising vendor work outside of normal business hours on weekends.
• Other job duties as assigned.

Security Maintenance

• Manage the process for tracking the issuance and use of employee FOB keys.
• Ensure safekeeping of company assets. 
• Maintain good relations with security provider including guards; confirm schedule coverage and monitor their performance. 
• Monitor video surveillance system (in addition to security guard monitoring efforts), and report unsafe conditions and events. 
• Assist safety leader(s) to monitor and maintain security system performance and efficiency.
• Assist safety leaders to evaluate, test and implement existing and new security measures. 
• Assist to set up, maintain, and update security policies for employees and security guard personnel.
• Maintain, engage, and expand business relationships with our neighbors including Oakland PD, Jack London Improvement District, businesses, residents, visitors, and others to enhance the safety and security of our employees and visitors to the Oakland building.
• Conduct periodic safety meetings for all staff in Oakland.
• Planning and executing timely and effective responses to service outages and other problems.
• Monitor building systems and respond immediately and effectively to security or system issues.
• Evaluate annually the systems used in operations and help evaluate and select products used to maintain effective operations managing the building.
• Plan and manage the upgrade of security systems and processes as required for enhanced appropriate levels of functionality and security issue resolution.
• Respond timely and effectively to user safety concerns, create a plan of action and resolve matters quickly.
• Other job duties as assigned.

JOB QUALIFICATIONS

Education/Experience 

• Bachelor’s or higher degree in facility management, business administration, information management, engineering, or a related field preferred.

Certificates/Licenses/Clearances

• Professional certification in Project Management is a plus. 

Other Skills, Knowledge, and Abilities

• A minimum of 5 - 10 years of proven experience as a facilities manager or an equivalent position
• Able to quickly diagnose and demonstrate resourcefulness and problem-solving skills to effectively resolve problems. Figure out what is wrong and how best it can be fixed.
• Demonstrated patience to communicate with a variety of interdisciplinary teams, employees, and others.
• Knowledge of building and security systems (e.g., intrusion detection systems).
• Excellent communication skills and proficiency in English including speaking, writing, and active listening.
• Demonstrated leadership, collaboration, collegiality, and teamwork skills. 
• Strong Project management skills.
• Focus on motivating, goal setting and monitoring progress to get issues resolved quickly and effectively.
• Strong time management, prioritization, and multitasking abilities.
• Strong interpersonal skills to build strong relationships with colleagues.
• Able to give and receive feedback and constructive criticism from a variety of channels.
• Careful and thorough about analyzing processes and systems to fully understand their functional capabilities.
• Proactive research skills used in seeking out opportunities to advance and improve business operations. 

PHYSICAL DEMANDS

• Stand: Frequently
• Walk: Frequently
• Sit: Frequently
• Handling / Fingering: Occasionally
• Reach Outward: Occasionally
• Reach Above Shoulder: Occasionally
• Climb, Crawl, Kneel, Bend: Occasionally
• Lift / Carry: Occasionally - Up to 50 lbs
• Push/Pull: Occasionally - Up to 50 lbs
• Vision: Constantly

Key

• Not Applicable = Not required for essential functions
• Occasionally = (0 - 2 hrs/day)
• Frequently = (2 - 5 hrs/day)
• Constantly = (5 hrs/day)

WORK ENVIRONMENT

General Office Setting, Indoors Temperature Controlled

This position requires a full-time on-site schedule. No remote schedule is available.

Heluna Health reserves the right to modify the job duties, functions, qualifications, physical demands, and work environment in connection with this job at any time upon notice to employee. 

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.