Facilities Manager

Job Title: Facilities Manager

Status: Non-Exempt

Title of Direct Supervisor: Chief Program Officer (CPO)

Job Summary:

The Facilities Manager is responsible for the safe, efficient, clean, and reliable operation of PCHO’s buildings, grounds, equipment, and facility-related systems. The role takes a proactive approach to preventive maintenance, repairs, safety, vendor performance, compliance, and facility improvements, with the goal of preventing disruptions and maintaining a professional, well-organized workplace.

Qualifications:

· High school diploma or equivalent required; technical or trade education, certification, or training preferred.

· At least three years of progressively responsible experience in facilities management, building maintenance, property management, or a related field required. Supervisory, project management, or contractor coordination experience preferred.

· Working knowledge of HVAC, electrical, plumbing, mechanical, and general building systems sufficient to identify issues, perform basic troubleshooting and maintenance within their level of knowledge and experience, determine appropriate corrective action, and coordinate qualified contractors and service providers for specialized or skilled work.

· Experience coordinating contractors and service vendors and the ability to read technical manuals, equipment documentation, drawings, and maintenance information.

· Strong organizational, time-management, written, and verbal communication skills, with the ability to manage multiple priorities and respond effectively to unexpected facility issues.

· Proficiency with standard office software and electronic systems used to maintain maintenance, facility, vendor, and compliance records.

· Valid driver’s license and ability to successfully complete PCHO’s required driver background check.

Essential Responsibilities:

· Oversee day-to-day facility operations, including buildings, grounds, utilities, HVAC, electrical, plumbing, lighting, doors, roofs, and other building systems.

· Develop, maintain, and prioritize preventive maintenance and repair schedules; inspect facilities routinely, document deficiencies, and ensure timely corrective action.

· Respond promptly to leaks, outages, equipment failures, and other urgent facility issues while minimizing disruption to operations.

· Maintain facility cleanliness, appearance, organization, and general upkeep, and identify opportunities to improve reliability, efficiency, functionality, and energy use.

· Plan and coordinate facility repairs, renovations, installations, moves, and improvement projects, including scopes of work, schedules, estimated costs, contractor coordination, progress monitoring, quality, safety, and closeout.

· Maintain service agreements, warranties, vendor records, permits, certifications, inspection records, drawings, manuals, equipment information, keys, tools, supplies, and replacement-part inventories.

· Support a safe work environment by coordinating required inspections and testing; maintaining fire protection, emergency lighting, alarms, exits, and other life-safety systems; identifying hazards; and supporting compliance with applicable OTDA and OSHA requirements, building and fire codes, environmental requirements, and company safety policies.

· Participate in emergency preparedness and response planning and communicate planned shutdowns, repairs, projects, and other facility impacts to employees and management.

· Assist with operating and capital budgets, review invoices and facility expenses, track maintenance costs, identify cost-saving opportunities, and plan for major equipment replacement and long-term facility needs.

· Serve as the primary point of contact for facility-related concerns and coordinate effectively with operations, safety, management, employees, vendors, and other departments.

· Supervise facility or maintenance personnel when applicable; establish priorities, reinforce safe work practices, and promote accountability, teamwork, professionalism, and continuous improvement.

· Provide on-call coverage for facility-related emergencies and urgent operational issues, responding promptly to assess concerns, coordinate appropriate resources or contractors, and ensure timely resolution to maintain safe and reliable facility operations.

· Other duties as assigned by supervisor.

TYPICAL WORK ENVIRONMENT

· Work is performed in a variety of indoor and outdoor environments across PCHO locations.

· May be exposed to varying temperatures, noise, dust, dirt, odors, and other conditions associated with building maintenance and repair.

· May work around mechanical equipment, maintenance activities, and construction or renovation areas.

· Must follow applicable safety procedures and use required protective equipment.

TYPICAL PHYSICAL DEMANDS

· Regularly use hands to operate tools, equipment, and controls.

· Frequently stand, walk, reach, bend, stoop, kneel, and climb as needed to perform maintenance duties.

· May be required to climb ladders and work in elevated areas.

· Regularly lift, carry, push, and/or move supplies, tools, equipment, and materials.

· Ability to safely perform the physical tasks required to carry out the essential functions of the position.

Employer’s Disclaimer:

● All requirements are subject to possible modification to reasonably accommodate individuals with disabilities

● This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor

● This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Benefits:

• 403(b)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Rochester, NY 14610