Facilities Field Site Operations Manager

POSITION: Facilities Field Site Operations Manager

LOCATION: Boccardo Regional Reception Center, San Jose

REPORTS TO: Senior Director, Facilities

STATUS: Full-time/Exempt

COMPENSATION: $110-140K Annually

ABOUT HOMEFIRST

Established in 1980, HomeFirst™ is a nonprofit organization passionately working to end homelessness. We serve the Bay Area community through low-barrier programming and systems leadership – meeting each person where they are by offering support and resources that address immediate and long-term housing needs. With nearly 45 years of experience, we view housing as a fundamental human right and understand that solving homelessness requires a collaborative effort.

OUR VALUES

• Kindness: We act with empathy toward others.
• Passion: We ignite change to fulfill our mission.
• Excellence: We deliver exceptional service to our communities.

POSITION OVERVIEW

The Facilities Field Operations Manager plays an integral role in site support and management through direct engagement with site managers, staff, vendors and contractors at HomeFirst sites. This role works closely with multiple internal and external stakeholders to address daily site and facilities challenges, while identifying and executing opportunities to make meaningful and continuous improvements to operations. Current portfolio includes affordable housing communities, shelters and emergency interim housing sites.

REPORTING RELATIONSHIPS

The position will report to Senior Facilities Director.

PRIMARY RESPONSIBILTIES

• Improve the delivery of high-quality facilities services to HomeFirst sites by observing and reporting on performance and experience from an on-site-user perspective.
• Represent Facilities in matters related to facility work orders, security, and life safety issues, work with EH&S manager for other areas of assistance.
• Regular Site Inspections and related reports.
• Provide administrative support for matters requiring in-person representation, such as dealing with municipal offices and being present for code inspections.
• Perform and document regular and ongoing Site Safety Inspections, recommend repairs or changes to service, and oversee actions and processes to closure. Provides formal weekly summary and status(s) to Senior Facilities Director.
• Develops, recommends, and administers policies, procedures, and processes in support of grounds and building maintenance operations; implements and monitors compliance with approved policies, procedures, processes, and regulatory requirements.
• Creates Preventive Maintenance Action Plans Schedules as needed. Leads and uses CMMS software for development of maintenance schedules.
• Documents all inspections, findings, and action plans to resolve findings through CMMS and provide formal updates and reports of progress, risk management, and project closures to the Senior Facilities Director.
• Assists Facilities Manager in troubleshooting and responds to after-hour issues as needed regarding the operational aspects of the facilities such as HVAC issues, fire alarm malfunctions, electrical outages, water leaks, and all items affecting facilities, services, and life safety.
• Collects and analyzes a variety of complex data and information, including utility costs, usage, facilities, and equipment. Performs statistical analysis, cost-benefit analysis, and summarizes findings in applicable reports or other communication mediums. Provides recommendations, action plans, and implements approved projects to improve utility costs, efficiencies, and usage based upon data and statistical analysis.
• Collaborates and assures site managers through regular, timely, and ongoing communications that Facilities are effectively tracking and resolving all facilities issues through local engagement on high priority issues, prior to escalation.
• Build and maintain quality professional relationships with sites to gain a detailed understanding of their specific operational needs; assist in the timely development, continuous improvement, and implementation of solutions to meet those needs.
• Leads and models proactive management of facilities services to sites
• Maintain cognizance of work being done by new or ongoing third-party vendors or contractors at sites such as new build construction projects, site decommissionings, repairs, improvements, or other projects. Identifies and reports risks.
• Represent facilities in the acceptance of such projects into the Facilities portfolio. Ensures, reviews, and documents appropriate permits and clearances with regulatory authorities and/or responsible agencies.
• Demonstrate Facilities’ commitment to consistent high-quality service through ongoing scheduled and unscheduled quality assurance visits and inspections.
• Develop effective business relationships with vendors and contractors to achieve seamless, high-quality service and advantageous pricing.
• Communicates findings and recommendations clearly; couple insights with actionable conclusions to drive business decisions; manages and tracks approved projects on-time and within budget.
• Develops, maintains, and reports Facilities Field Operations KPIs to Senior Facilities Director on a bi-weekly basis.
• Documents and maintain Facilities Field Operations procedures.
• Performs ad-hoc projects and other duties assigned.
• 75% travel within the assigned geographic area of responsibility in Santa Clara and Sonoma Counties.

BENEFITS

HomeFirst provides comprehensive benefits, including 100% employer-paid medical, dental, and vision coverage and additional wellness options like chiropractic care, mental health support, pet insurance, and an Employee Assistance Program. We offer a 401(k)-retirement plan with generous matching, life and disability insurance, flexible spending accounts, commuter benefits, and workers’ compensation. Employees enjoy 12 holidays, sick leave, and PTO starting at 15 days annually, increasing with tenure, plus 4 hours of civic engagement leave annually to volunteer

ORGANIZATIONAL EQUITY STATEMENT

At HomeFirst, diversity, equity, and inclusion guide our services, workplace, and decisions. Recognizing housing as a social justice issue, we prioritize equitable practices, honor lived experiences and uphold dignity for all. By fostering belonging, accountability, and continuous improvement, we embed DEI values in our processes, recruitment, and leadership, striving for excellence at every level.

HomeFirst is proud to be an Equal Opportunity and Affirmative Action employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other status protected by law. We also consider qualified applicants with criminal histories consistent with applicable federal, state, and local law. Additionally, HomeFirst participates in the E-Verify program, as required by law.

HomeFirst is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or accommodation due to a disability, please let your recruiter know.

QUALIFICATIONS (YOU HAVE)

• 5 years of experience in facilities management, maintenance management, or building maintenance trades required
• Sustainability in Facilities Management and maintaining currency in sustainable practices
• Commercial property and related industry Best Practices
• Working knowledge of Construction and its related trades, such as, plumbing, electrical, HVAC, structural, etc.
• Possesses specific knowledge of facilities management, general knowledge of building maintenance trades, prevailing wage, and Cal/OSHA.
• Working understanding commercial facilities preventative maintenance, preventative maintenance methodologies, preventative maintenance best practices, and use of CMMS software.
• Applicable Federal, State, and local laws, rules, regulations, codes, and/or statutes.
• Project management principles.
• Valid CA Drivers License and ability to be added onto the agency insurance