Facilities Manager

Pay Range Code: 18

Job Summary

Leads the safe, reliable, and efficient operation of CAP Tulsa’s facilities. Oversees facilities maintenance and operations, emergency response, facilities and maintenance personnel, capital and repair projects, vendor contracts, procurement, and shipping and receiving. Partners with Finance, Early Childhood Programs, and organizational leaders to establish priorities, manage resources, maintain regulatory compliance, and support effective operations across owned and leased properties. Applies professional/managerial principles and judgment, within overall direction established by senior management. Performs advanced troubleshooting or analysis; uses judgment to select from multiple known alternatives. Frequent interaction to provide detailed procedural explanations or technical responses and/or occasional contact to negotiate basic agreements. Regular interaction to communicate or negotiate important agreements, requiring considerable tact, sense of timing and the ability to engender trust, plus sensitivity to diverse audiences.

Responsibilities/Essential Functions

• Facilities and Fleet Maintenance, Inventory and Receiving: Direct the maintenance and daily operation of agency facilities, including preventive and routine maintenance, inspections, work-order prioritization, repairs, custodial services, and building systems. Coordinate internal staff and external service providers to maintain safe, functional, clean, and reliable environments across all properties. Manage all fleet vehicles within the agency including coordination with contractors, vehicle maintenance and registration. Oversee shipping and receiving function, including receipt, documentation, and inventory for all programs, non-monetary donations, and assets.
• Emergency Response: Lead facilities emergency response and business-continuity activities, including after-hours response, incident coordination, vendor dispatch, communication with affected programs and leaders, and timely restoration of safe building operations.
• Team Leadership: Lead and supervise facilities and maintenance personnel, including shipping and receiving staff. Establish work priorities and service standards; assign and monitor work; support timely, safe, and effective performance; and promote accountability, teamwork, and continuous improvement.
• Contracts, Vendors, Custodial: Manage contracts and vendor relationships supporting facility maintenance and operations, including developing scopes of work, coordinating competitive bids and pricing comparisons, evaluating proposals, monitoring service quality and contract performance, resolving issues, verifying deliverables, and supporting renewal or termination decisions. Ensure contracting activities follow organizational requirements and provide the best overall value. Manage custodial contracts across agency facilities by establishing cleaning and service standards, conducting regular site reviews, monitoring vendor performance, documenting and resolving deficiencies, and reviewing results to identify process improvements.
• Budgets, Financial Oversight, Reports and Records: Partner with the Finance team to develop and monitor facility operating and project budgets, forecast expenditures, analyze variances, and establish spending priorities across the facility portfolio. Ensure that procurement for facility supplies, equipment, services, and projects is managed in accordance with approved budgets, purchasing requirements, and internal controls. Maintain accurate facility, project, contract, procurement, inventory, work-order, and safety records. Prepare timely reports, surveys, forms, and communications that summarize performance, spending, risks, priorities, and required follow-up for organizational leaders and internal partners.
• Licensing Requirements: Partner with Early Childhood Program leadership and other internal stakeholders to ensure facilities meet applicable licensing requirements, Head Start Performance Standards, NAEYC requirements, grant requirements, local, state, and federal laws, and organizational policies and procedures. Coordinate corrective actions, documentation, and deadlines related to areas within this position’s oversight.
• Safety: Ensure facility operations comply with applicable OSHA requirements and organizational safety standards at each location. Identify hazards, coordinate corrective actions, maintain required documentation, support incident reviews, and implement practices that reduce employee injuries, workers’ compensation exposure, and other facility-related losses.
• Capital projects: In close collaboration with Safety and Facilities Projects Manager, help plan and manage playground projects and, as necessary, capital projects for entities contracting with CAP Tulsa for management services.
• Perform other duties as assigned or requested.

Required Education/ LICENSE/ experience

• Bachelor’s degree in Business, or related field preferred, or eight years of commensurate experience in lieu of degree.
• 5 years of prerequisite related work experience. OSHA, Facilities Management, Property Management and Operations experience required.
• Must adhere to safety and quality driving standards, maintain a valid driver’s license, and comply with CAP Tulsa Owned Motor Vehicle Guidelines.

Knowledge/Skills/Abilities

• Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
• Ability to follow oral and written instructions with ability to read, interpret, and present information efficiently and effectively.
• Must be able to accurately audit records and ensure compliance with written or oral guidelines.
• Ability to take initiative, multi-task and work well under pressure.
• Must be capable of understanding complex contracts, insurance policies, service agreements, laws, regulations, and standards.
• Interpersonal skills necessary to maintain satisfactory work relationships in dealing with the public, other programs, and community partners.
• Advanced organizational skills, efficiency skills and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.

Essential Physical & Mental Requirements

This is a working supervisory position. This position will be out at sites for assisting with evaluations and projects on a regular and frequent basis. Employee is subject to standing, stooping, walking, lifting, and carrying objects throughout daily job performance. Must be able to lift fifty (50) pounds repetitively. Will be required to travel in Tulsa County using CAP Tulsa vehicle. Exposure to all weather conditions and regular traffic hazards. Driving is required frequently.