Property Services Manager

Position Function:

Responsible for overseeing all aspects of property operations, maintenance, security, and compliance with Our Community Our Kid’s (OCOK) policies and procedures. This role ensures that all agency offices and vehicles meet safety, legal, regulatory and accreditation standards while providing a stable and supportive environment for staff and clients. The Manager is also responsible for the management and evaluation of all office and vehicle lease agreements and all property related and security service provider/vendor agreements. This position requires sensitivity to the cultural and socio-economic characteristics of our client population.

Requirements:

Education Requirements:

Bachelor’s degree or equivalent experience required. Equivalent experience includes a minimum of 4 years of relevant work experience, in lieu of a bachelor’s degree.

Experience Requirements:

Five or more years of progressive experience in operations, facilities coordination, logistics, fleet administration, workplace safety, or a related field supporting organizational infrastructure. Experience in property and fleet management is preferred.

Functional Requirements:

Must demonstrate excellent interpersonal, organizational, problem-solving, customer service and supervisory skills. Collaborates effectively with other administration and program departments. Plan, prioritize, and initiate work assignments for contractors and vendors. Build productive relationships with lessors, contractors, suppliers, and agency staff. Document maintenance schedules, records and be accountable for satisfactory completion. Provide a safe and healthy working environment for staff, clients, and the public. Must provide training for staff on safety, security, emergency response and medical precautions. Ability to perceive visual and auditory information to assess health, safety, and occupational hazards quickly, and must be able to respond to a variety of work assignments. Must possess a valid Texas driver’s license. Must have a driving record within the guidelines of the insurance underwriter. Must not have been charged with or convicted of a felony or criminal offense against a child.

Working Conditions:

Standard office working conditions with some exposure to the normal hazards of general cleaning and building maintenance. Regular travel to satellite office locations within our 10-county service area will be required in addition to travel for trainings, meetings, etc.

Exposure to Confidential Information:

Maintain confidentiality & follow policies related to personnel records, client records, financial, operational, insurance and procurement information and records.

Key Expectations/Responsibilities:

Property Management

• Manage day-to-day operations and maintenance of the administration building, 10 satellite offices, warehouse and rental home.
• Maintain documentation on all buildings specifying preventative maintenance plans and routine maintenance plans.
• Assist in the development and implementation of property management policies and procedures that align with the agency’s mission and best practices.
• Oversee lease agreements, renewals, negotiations, and landlord relationships.
• Monitor property budgets, operating costs, and implement cost-saving measures.
• Coordinate office space planning, relocations, and renovations.
• Manage vendor and contractor relationships (janitorial, security, maintenance, landscaping, etc.), negotiate contracts, and oversee performance of maintenance and security services.
• Conduct routine property inspections to ensure offices are clean, well-maintained, safe and compliant with organizational, regulatory and accreditation standards.
• Gather all required documentation needed for any insurance claims.
• Ensure all grounds, irrigation and landscaping work is appropriately completed through contracted services.

Safety & Compliance

• Serve as the organization’s Safety Officer, ensuring compliance with agency policy and procedures, government regulations and accreditation standards.
• Assist in developing and maintaining the agency Disaster and Emergency Response Plan including workplace safety procedures, emergency preparedness plans, and incident response procedures.
• Lead safety inspections, risk assessments, and corrective action follow-up.
• Conduct safety training, fire drills, and other required exercises across all sites.
• Maintain records of incidents, inspections, and regulatory compliance.
• Liaise with government and regulatory agencies on safety-related matters.

Fleet Management

• Serve as the agency point of contact for the fleet leasing agreement.
• Ensure fleet operations comply with the leasing agreement, agency policy, accreditation standards and government regulations.
• Manage the receiving, assignment, and return of leased vehicles.
• Manage the EFM leasing and GeoTab online portal accounts and research any issues alerted to.
• Maintain inventory of additional vehicle keys.
• Order, distribute and terminate fuel and maintenance cards.
• Provide instructions and assist staff with the EFM phone app download.
• Receive maintenance alerts from EFM and coordinate with staff in completing required vehicle maintenance.
• Download and distribute maintenance and driving reports to leadership and support corrective action efforts.
• Ensure all drivers have the agency’s current proof of auto insurance coverage in the vehicles.
• Gather all required documentation needed for any insurance claims.
• Assist in the development and implementation of the agency’s vehicle procedures and obtain policy and procedure acknowledgment forms from staff.

Administrative & Strategic Support

• Prepare reports for leadership on facilities, fleet, and safety performance.
• Support organizational growth by evaluating new office or fleet needs.
• Collaborate with HR, IT, and Operations to ensure facilities and vehicles meet organizational requirements.
• Lead sustainability and efficiency initiatives in facilities and fleet operations.
• Complete other tasks and duties as assigned by supervisor.