Transportation, Facilities & Maintenance Manager

JOB SUMMARY

The Transportation, Facilities & Maintenance Manager is responsible for the strategic and day-to-day management, coordination, and oversight of transportation services, facility operations, maintenance, and building safety for Higher Horizons’ Head Start and Early Head Start programs. The position provides leadership and direction to transportation staff and ensures the safe, reliable, and compliant transportation of enrolled children.

The Manager oversees facility maintenance, building operations, playground safety, vehicle maintenance, and environmental health and safety across the BXR and 7 Corners (7C) locations. The Manager ensures that transportation operations, facilities, grounds, playgrounds, vehicles, and related equipment are maintained in accordance with applicable federal, state, and local requirements, Head Start Program Performance Standards, Virginia licensing requirements, and Higher Horizons policies and procedures.

The position serves as the primary operational liaison with the Fairfax County Department of Facilities Management for the BXR location and Trimark Corporation for facility maintenance services at the 7 Corners location. The Manager monitors maintenance activities, coordinates service providers, maintains required documentation, identifies operational risks, and communicates safety, maintenance, and compliance concerns to program leadership.

The Manager exercises independent judgment within established agency policies, budgets, and delegated authority and demonstrates accountability, sound decision-making, effective communication, and a proactive approach to maintaining safe transportation and learning environments for children, families, and employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Provide leadership and direct supervision to transportation staff, including work planning, scheduling, coaching, performance feedback, and professional development.

· Oversee the safe, reliable, and timely transportation of children enrolled in Head Start and Early Head Start programs.

· Develop, review, and maintain transportation schedules for daily routes, field trips, and other program-related transportation needs.

· Monitor route coverage, staffing, and operational needs to support continuity of transportation services.

· Oversee preventive maintenance, inspections, repairs, and operational readiness of program vehicles.

· Ensure vehicles are equipped with required emergency and safety equipment and that equipment is maintained in proper working order.

· Monitor compliance with agency transportation policies, Head Start Program Performance Standards, and applicable transportation requirements.

· Ensure required driver qualifications and documentation are maintained, including applicable licenses, endorsements, medical certifications, training records, and driving records.

· Ensure vehicle inspections, maintenance records, transportation logs, and other required records are accurate, complete, and readily available for review.

· Investigate, document, and promptly report transportation incidents, accidents, vehicle damage, and safety concerns; coordinate follow-up and corrective action with program leadership.

· Monitor vehicle cleanliness and sanitation to support a safe and healthy environment.

· Collaborate with Family Engagement staff to communicate transportation delays, service interruptions, and emergencies to families.

· Coordinate required safety training, orientation, and ongoing professional development for transportation staff.

Facilities and Maintenance Management

· Oversee the safety, functionality, and regulatory readiness of facilities, grounds, playgrounds, equipment, and related building systems at both program locations.

· Develop, implement, and monitor preventive maintenance schedules for buildings, grounds, playgrounds, vehicles, and equipment, as applicable.

· Manage facility operations, maintenance schedules, equipment servicing, space utilization, and facility readiness.

· Coordinate building repairs, maintenance, and custodial services for BXR and 7C.

· Perform or coordinate minor building repairs, as appropriate, and oversee larger maintenance projects through contractors and service providers.

· Serve as the primary operational contact for Fairfax County Facilities Management and monitor the status and completion of work orders and maintenance requests for BXR.

· Coordinate facility maintenance services with Trimark Corporation in accordance with applicable lease requirements and service arrangements for 7C.

· Maintain a centralized process for tracking maintenance requests, work orders, inspections, repairs, and outstanding facility concerns.

· Conduct and document required playground safety inspections; promptly address or escalate hazards and ensure unsafe areas or equipment are restricted from use when necessary.

· Coordinate snow and ice removal and other measures needed to maintain safe access to facilities during inclement weather.

· Assist with planning and conducting fire drills, evacuation exercises, and emergency preparedness activities in collaboration with the Health Manager and other program leaders.

· Oversee facility access, security systems, and related building monitoring activities in coordination with appropriate agency personnel and service providers.

· Coordinate with service providers during facility inspections, repairs, renovations, and other projects; monitor service quality, completion, and follow-up.

· Identify facility deficiencies and promptly escalate conditions that may pose health, safety, licensing, or operational risks.

· Monitor facility-related resource needs and expenditures, prepare recommendations, and obtain required approvals before committing agency funds or authorizing work.

Compliance, Risk Management, and Leadership

· Monitor transportation and facility operations for compliance with applicable federal, state, and local requirements, including relevant Head Start Program Performance Standards and Virginia licensing requirements.

· Maintain current working knowledge of regulatory and agency requirements applicable to transportation, facility operations, playground safety, and maintenance.

· Maintain accurate and organized records of inspections, maintenance, repairs, training, incidents, and regulatory compliance.

· Conduct periodic reviews of transportation and facility operations to identify risks, gaps, and opportunities for improvement.

· Coordinate and monitor corrective actions resulting from inspections, licensing reviews, safety assessments, internal monitoring, and identified deficiencies.

· Immediately communicate significant safety concerns, regulatory deficiencies, serious incidents, and operational risks to the Program Director and appropriate agency leadership.

· Support internal monitoring, external reviews, licensing inspections, and other regulatory oversight activities by providing records, coordinating site access, and following up on findings.

· Protect the confidentiality of children, families, employees, and agency information in accordance with Higher Horizons policies and applicable requirements.

· Participate in Leadership Team meetings, agency committees, planning activities, and professional development opportunities as assigned.

· Collaborate with Education, Health, Family Engagement, Human Resources, Finance, and other departments to coordinate services and address operational needs.

· Demonstrate and uphold Higher Horizons’ mission, values, and commitment to a safe, respectful, and high-quality learning environment.

SUPERVISORY RESPONSIBILITIES

· Provide direct supervision, guidance, and operational direction to assigned transportation staff.

· Establish clear performance expectations and monitor employee adherence to agency policies, procedures, safety requirements, and job responsibilities.

· Conduct employee check-ins, performance evaluations, and coaching conversations in accordance with Higher Horizons’ personnel policies and procedures.

· Identify employee training and professional development needs and coordinate appropriate training opportunities.

· Address routine performance and operational concerns promptly; document concerns and consult Human Resources and the Program Director regarding significant employee relations matters.

· Review schedules, attendance, and timesheets for accuracy and approve or submit them in accordance with agency procedures.

· Promote a professional, respectful, accountable, and safety-focused work environment.

DECISION-MAKING AUTHORITY AND ACCOUNTABILITY

The Manager is responsible for coordinating and overseeing daily transportation and facility operations within established agency policies, procedures, budgets, and delegated authority. The Manager is expected to exercise independent judgment in addressing routine operational matters, prioritizing maintenance needs, coordinating service providers, identifying safety concerns, and supporting continuity of services.

Significant expenditures, contractual commitments, staffing changes, formal disciplinary actions, serious safety concerns, suspected regulatory violations, and operational disruptions must be communicated to the Program Director and appropriate agency leadership and handled in accordance with Higher Horizons’ approval, reporting, and Human Resources procedures. The Manager may not make commitments or take employment actions outside delegated authority.

ADDITIONAL RESPONSIBILITIES

· Maintain professional, service-oriented, and respectful interactions with employees, families, community partners, vendors, and the public.

· Develop and maintain working knowledge of Higher Horizons policies, procedures, operational standards, and Standard Operating Procedures relevant to the position.

· Support agency goals, program objectives, continuous quality improvement, and a culture of wellness, respect, and support.

· Perform other related duties and special projects as assigned by the Program Director or Chief Executive Officer.

BENEFITS

*Hiring Bonus*

You will be eligible to participate in Higher Horizons' employee benefit programs in accordance with applicable plan documents and the Employee Handbook, including paid leave, health insurance, disability coverage, life insurance, paid holidays, and other employee benefits. Your performance will be formally evaluated following the completion of your introductory period, approximately six (6) months after your start date.

PHYSICAL AND MENTAL REQUIREMENTS

The physical and mental requirements below describe functions that may be necessary to perform the essential duties of the position. The specific frequency and extent of each activity may vary.

· Ability to move throughout buildings, grounds, playgrounds, and transportation environments to conduct inspections and oversee operations.

· Ability to stand, sit, walk, bend, stoop, kneel, reach, and navigate stairs or uneven surfaces as needed to perform inspections and respond to operational needs.

· Ability to communicate effectively in person, by telephone, and in writing with staff, families, vendors, and community partners.

· Ability to read and interpret maps, bus routes, schedules, inspection reports, safety information, and regulatory or operational documentation.

· Ability to observe and identify safety hazards, assess operational concerns, and respond promptly and calmly to emergencies.

· Ability to enter and ride in program vehicles and, if assigned and authorized, operate a school bus or other program vehicle in accordance with applicable requirements.

· Ability to perform or oversee physical tasks associated with facility and equipment inspections. Any lifting, carrying, pushing, or pulling requirements must be consistent with the actual essential functions of the position.

· Ability to manage competing priorities, exercise sound judgment, maintain accurate records, and respond effectively to time-sensitive operational matters.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position, consistent with applicable federal and state laws.

QUALIFICATIONS

· High school diploma or GED.

· Demonstrated experience in transportation operations, vehicle safety, facilities operations, maintenance coordination, or a combination of relevant experience sufficient to perform the essential functions of the position.

· Knowledge of transportation safety requirements, vehicle operations, preventive maintenance practices, and facility maintenance principles.

· Demonstrated ability to lead, supervise, and coordinate employees and daily operational activities.

· Ability to coordinate contractors, maintenance vendors, and external service providers and monitor completion of assigned work.

· Strong organizational, communication, problem-solving, documentation, and decision-making skills.

· Ability to maintain accurate records and support regulatory compliance, inspections, and corrective action activities.

· If operation of a school bus is an assigned essential function: valid Commercial Driver’s License (CDL), Class B, with Passenger (P) and School Bus (S) endorsements, and all other required driving qualifications.

Preferred

· At least three (3) years of experience operating a school bus or similar passenger transportation vehicle, if driving is part of the position’s assigned duties.

· At least one (1) year of supervisory or team-lead experience.

· Experience in facilities, building maintenance, property operations, or vendor/contractor oversight.

· Experience working in Head Start, Early Head Start, educational, nonprofit, or other child-serving environments.

· Knowledge of Head Start Program Performance Standards, Virginia child care licensing requirements, and applicable transportation and facility safety requirements.

· Current First Aid and CPR certification, or willingness to complete employer-sponsored training within a timeframe established by Higher Horizons.

PRE-EMPLOYMENT AND ONGOING REQUIREMENTS

Employment is contingent upon successful completion and verification of all screenings, credentials, and documentation required by law, applicable regulations, insurance requirements, and Higher Horizons policy, as relevant to the position. Requirements may include:

· Verification of education, experience, licenses, endorsements, and certifications required for the position.

· Current Department of Transportation medical certification when required by applicable regulations and assigned driving duties, with renewal as required.

· Tuberculosis screening in accordance with applicable Virginia requirements and Higher Horizons policy.

· FBI and Virginia criminal background fingerprinting and applicable Central Registry or child protective services background checks, including checks required based on prior state residence.

· Two (2) professional references.

· Motor vehicle record review and satisfaction of applicable agency and insurance carrier driving eligibility standards when driving is an assigned function.

· Verification of authorization to work in the United States.

The employee is responsible for maintaining all licenses, endorsements, medical certifications, clearances, and other credentials required for assigned duties throughout employment and for promptly notifying the Program Director of any lapse, restriction, suspension, or change that may affect the employee’s ability to perform the position.

GENERAL EXPECTATIONS

The employee is expected to comply with Higher Horizons policies and procedures, maintain confidentiality, demonstrate professionalism and sound judgment, and contribute to a safe, welcoming, and effective environment for children, families, and employees. Employees are expected to comply with the agency’s Dress Code and Employee Appearance Policy; the policy is not reproduced in this job description.

WHY JOIN HIGHER HORIZONS?

At Higher Horizons, we are committed to creating safe, high-quality learning environments where children and families can thrive. The Transportation, Facilities & Maintenance Manager plays a critical leadership role in ensuring that our transportation services, facilities, and operations support the safety, well-being, and success of every child we serve.

Pay: $61,568.00 - $63,440.00 per year

Benefits:

• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Application Question(s):

• Experience working in Head Start, Early Head Start, education, nonprofit or other child-serving environments

Experience:

• School bus driving: 3 years (Required)
• Supervising: 1 year (Required)

License/Certification:

• CDL B, (Required)
• CDL (Required)

Ability to Commute:

• Falls Church, VA (Required)

Work Location: In person

Salary : $61,568 - $63,440