Facilities Manager

POSITION SUMMARY:

The Facilities Manager is responsible for the effective operation, maintenance, safety, security and stewardship of the Agency’s facilities, grounds, equipment, and physical assets. This position ensures that facilities are safe, functional, welcoming, cost-effective, and appropriately maintained to support the Agency’s mission and programs.

The Facilities Manager serves as a key operational partner to leadership, staff, program teams, vendors, contractors, and building occupants. The position combines day-to-day facilities management with preventative maintenance, annual budgeting and forecasting, vendor oversight, regulatory compliance, emergency preparedness, and long-term facilities planning.

The ideal candidate is an organized, analytical, service-oriented professional who can work independently, prioritize various needs, manage outside contractors effectively, and proactively identify problems before they become costly and/or disruptive.

DUTIES AND RESPONSIBLITIES

Facilities Operation & Maintenance

• Oversee the day-to-day operation and maintenance of the Agency’s buildings, grounds, mechanical systems, equipment, and related physical assets.
• Provide the Aquatic Department with pool maintenance, chemical checks, and emergencies as needed (i.e. pool shock, pool cleaning).
• Develop and maintain a comprehensive preventative and routine maintenance program.
• Conduct regular facility(s) inspections and identify maintenance, safety, security, and improvement needs.
• Coordinate repairs and maintenance activities while minimizing disruption to programs and staff.
• Maintain inventory of maintenance supplies and tools.
• Maintain accurate records of inspections, repairs, warranties, service agreements, equipment, and facility assets.
• Coordinate snow removal, landscaping, janitorial services, waste removal, pest control, and other facility-related services as applicable.
• Respond to urgent facility issues and coordinate emergency repairs when necessary. This includes being available to answer emergency calls after hours from our security monitoring system.

Vendor & Contractor Management

• Identify, evaluate, select, and manage qualified vendors and contractors.
• Obtain and evaluate quotes and proposals for maintenance, repairs, and facility projects.
• Monitor contractor performance, work quality, schedules, costs, and compliance with contractual requirements.
• Develop productive relationships with reliable local contractors and service providers.
• Review invoices for accuracy and alignment with approved work.

Budget & Financial Management

• Develop and manage the facilities operating budget in collaboration with the Director of Finance.
• Monitor facility-related expenditures and identify opportunities for cost savings and operational efficiencies.
• Prepare cost estimates for maintenance, repairs, replacements, and capital improvements.
• Help develop multi-year capital improvement and asset-replacement plans.
• Balance fiscal responsibility with the need to maintain safe, reliable, and mission-supportive facilities.

Safety, Security & Compliance

• Promote a safe environment for employees, volunteers, clients, and visitors.
• Coordinate facility safety and regulatory inspections and corrective actions.
• Ensure appropriate maintenance of fire protection, alarms, emergency systems, elevator, HVAC systems, and other critical infrastructure, as applicable.
• Monitor compliance with applicable federal, state, and local requirements, including building, fire, occupational safety, accessibility, and environmental requirements.
• Responsible for oversight of Safety Data Sheets and some Safety training.

Internal Customer Service

• Serve as a responsive resource for staff regarding facility-related needs and concerns.
• Communicate proactively with staff regarding facility disruptions, repairs, projects, and safety concerns.
• Support Agency events and special activities requiring facility setup, equipment, or logistical coordination.
• Foster a culture in which facilities are viewed as an important resource supporting the Agency’s mission.

Other Responsibilities

• Coordinate facility improvements and renovation projects.
• Assist leadership with evaluating major capital needs and developing project priorities
• Depending on the Agency’s structure, this position may directly supervise maintenance, custodial or other support staff. The Facilities Manager is expected to provide clear direction, establish performance expectations, promote safe work practices, and ensure that assigned work is completed efficiently.

EXPERIENCE AND SKILL REQUIREMENTS

1. 3 – 5 years of experience in facility maintenance and strong mechanical skills required; or combination of education/trade experience.
2. General knowledge of HVAC, plumbing and electrical systems required.
3. Familiarity with local building codes, OSHA, and Safety Standards.
4. Willing to become a Certified Pool Operator within 6 months of hire.
5. Experience managing budgets and vendor contracts.
6. Proficient computer skills including Microsoft office and other maintenance-related systems.
7. Strong verbal and written communication and negotiation skills.
8. Ability to work independently and with a variety of team members.
9. Strong attention to detail.
10. Ability to maintain regular and reliable attendance; Willing to work flexible hours as needed.
11. Personal vehicle required
12. Valid WI Driver’s License required.
13. Successful completion of background check and drug screen.