Facilities Manager

Midstate Arc, in active partnership with families, promotes and advocates for people of all ages living with developmental disabilities, helping them to reach their full potential and become valued, respected, and connected members of their community through all means including Assistive Technologies. Midstate Arc believes in value and inclusion for all.

The Facilities Manager position is a full time position that may include nights and weekends at times. This is a critical role responsible for the overall maintenance, safety, and operational integrity of all agency facilities, including all residential homes, day programs, and administrative offices. This role ensures compliance with all agency policies, Department of Developmental Services (DDS) requirements, building codes, safety standards, and regulatory inspections. The Facilities Manager oversees the Maintenance Technician, manages contractors, monitors the department budget, and ensures facilities are safe, functional, and well-maintained

• Maintain full knowledge of agency policies, procedures, and practices related to facilities, ensuring all requirements are implemented.
• Maintain full knowledge of DDS policies, procedures, mandates, and expectations related to facilities, ensuring the agency remains in compliance.
• Monitor all regulatory inspections and ensure that all actions are completed and the facilities are ready for inspections. After inspections, ensure all corrective actions have been completed. (QSR, Licensing, Health Department, Fire Marshal, etc.).
• Submit capital improvement requests in accordance with DDS requirements.
• Ensure the agency remains in compliance with all city, state, and federal building codes and safety regulations.

FACILITIES AND OPERATIONS MANAGEMENT

• Ensure all facilities are maintained in good repair, including interior and exterior structures, walls, fixtures, grounds, and common areas.
• Oversee all safety, mechanical, and building systems inspections, including generators, roofs, fire systems, fire extinguishers, sprinkler systems, alarm systems, elevators, and other required inspections.
• Update and maintain the facilities database to track all inspection dates, renewal requirements, work orders, and maintenance schedules.
• Ensure yearly inspections and certifications are scheduled, completed on time, and documented.
• Ability to provide emergency response 24/7 to urgent facility needs and repairs

CONTRACTOR AND VENDOR MANAGEMENT

• Coordinate and supervise outside contractors for plumbing, electrical, HVAC, roofing, gutter cleaning, flooring, cleaning services, power washing, and other facility needs.
• Obtain two competitive bids for all projects in accordance with DDS requirements.
• Oversee yearly contracts for snow removal and landscaping/lawn care and ensure work is performed correctly.
• Manage services related to fire safety systems, alarms, extinguishers, suppression systems, and access control/key fobs.
• Coordinate phone system setup, changes, troubleshooting, and user updates.

BUDGET AND ADMINISTRATIVE RESPONSIBILITIES

• Maintain full knowledge of the facilities department budget as allocated annually.
• Ensure operations remain within the approved budget for building maintenance, lawn care, and snow removal.
• Ensure all documentation, inspection records, and maintenance logs are updated and stored according to agency requirements.
• Communicate emergency situations and significant facility issues promptly to senior leadership.

CONSTRUCTION & RENOVATIONS

• Work closely with general contractors, subcontractors, architects, and engineers during major renovations or construction projects.
• Coordinate required city permits and inspections with building officials, planners, and fire departments.
• Ensure legal and regulatory compliance during all construction activities.

SAFETY & COMMUNITY ENGAGEMENT

• Attend all Safety Committee meetings.
• Ensure snow removal is completed on all shifts to maintain safe access for individuals and staff.
• Participate in community events and represent the agency professionally to support a positive community reputation.
• Engage in external meetings, groups, or professional networks to stay current with best practices in facility management.

SUPERVISORY RESPONSIBILTY AND OVERSIGHT OF MAINTENANCE TECHNICIAN

• Provide job expectations, mentoring, and regular supervision to the Maintenance Technician.
• Leading, training and evaluating.
• Conduct and document supervisory meetings with written minutes
• Operational oversight, assigning daily work orders, scheduling preventative maintenance, and inspecting facilities to ensure standards are met
• Ensure proper clockin/out, training completion, and compliance with agency and DDS requirements.
• Ensure quarterly maintenance checklists are completed for every home and provided to leadership.
• Ensure technician completes tasks such as minor repairs, painting, light plumbing, furniture assembly, cabinet installation/removal, and other routine maintenance.

QUALIFICATIONS

• Experience in facility management, building maintenance, or related field.
• Knowledge of building systems, safety regulations, and maintenance operations.
• Ability to coordinate contractors, manage budgets, and oversee staff.
• Strong organizational and communication skills.
• Computer and system knowledge and written documentation required
• Ability to work collaboratively with city officials, inspectors, and agency leadership.
• Valid driver’s license and ability to travel between agency sites.