What are the responsibilities and job description for the Facilities Manager position at St. Vincent de Paul District Council of Cincinnati?
Facilities Manager – Job Description
Organization: St. Vincent de Paul – Cincinnati (SVDP)
Reports To: Chief Operating Officer
Job Status: Full-Time | Exempt
Location: Based in West End Office, with regular travel to multiple sites across Greater Cincinnati
Organizational Overview
St. Vincent de Paul – Cincinnati has served neighbors in need for over 150 years. Through its network of 8 thrift stores, 2 Bank Street facilities, and 56 parish-based Vincentian Conferences, SVDP offers holistic support rooted in compassion, dignity, and systemic change. Our team values inclusion, innovation, and service to others.
Position Summary
The Facilities Manager is a hands-on leader responsible for the safe, efficient, and mission-aligned operation of SVDP’s physical sites. Managing a team of facilities technicians and working closely with vendors, internal departments, and multiple levels of leadership, the Facilities Manager ensures that all buildings are properly maintained, compliant with regulations, and prepared to support SVDP’s service delivery. This position combines day-to-day oversight with long-term planning across retail, administrative, and community service spaces, with clear accountability for using the work order system to schedule work, establish priorities for direct reports, and maintain accurate, timely records that support effective decision-making and execution.
Key Responsibilities
- Facilities Operations & Maintenance
- Oversee the condition, safety, and functionality of all SVDP-owned and leased facilities.
- Manage and prioritize daily work orders, preventive maintenance schedules, and emergency repairs, with accountability for consistent use of the work order system.
- Use the work order system to schedule work, set priorities for direct reports, and maintain accurate, timely records on assigned tasks, completed work, labor, materials, and follow-up needs.
- Supervise and support facilities technicians in execution of maintenance, repairs, and safety checks.
- Assign tools, equipment, and other resources to ensure the team is properly equipped to perform required work safely and efficiently.
- Ensure proper functioning of all building systems (HVAC, plumbing, electrical, security, etc.).
- Team Leadership & Supervision
- Hire, train, and manage a team of in-house facilities technicians.
- Assign tasks, set expectations, and ensure accountability for timely, high-quality work.
- Foster a culture of safety, responsiveness, and collaboration aligned with SVDP values.
- Conduct regular team meetings, performance reviews, and coaching.
- Capital Projects & Strategic Planning
- Lead renovation, expansion, and construction projects across the organization, coordinating with multiple levels of leadership to accomplish high-priority projects.
- Develop project scopes, secure bids, manage contractors, and monitor timelines and budgets.
- Partner with leadership across departments and organizational levels to ensure facility plans support strategic priorities, organizational growth, and service needs.
- Compliance & Risk Management
- Maintain compliance with OSHA, ADA, fire codes, and local/state regulations.
- Conduct safety inspections, manage emergency preparedness, and oversee facility risk assessments.
- Keep accurate records of inspections, permits, warranties, and service logs.
- Procurement & Budgeting
- Procure tools, supplies, equipment, and contractor services in accordance with SVDP purchasing policies.
- Monitor and control facilities budget; identify cost savings and process improvements.
- Vendor Management
- Manage vendor relationships for services such as janitorial, HVAC, electrical, and landscaping.
- Negotiate service terms, review proposals, and ensure quality work.
- Collaborate with the Chief Operating Officer to finalize contracts and agreements.
- Track vendor performance and ensure contract compliance.
- Cross-Department Collaboration
- Partner with Programs, Stores, HR, and Finance to ensure facility needs are met.
- Support space readiness for onboarding, events, and operational transitions.
- Reporting & Evaluation
- Track and report on key performance metrics: work order turnaround, cost per square foot, technician efficiency, etc.
- Use data to inform decisions and prioritize resources.
Qualifications
Required Qualifications
- Bachelor’s degree in Facilities Management, Engineering, Construction, or related field.
- Minimum of 7 years of progressive experience in facilities operations (multi-site preferred).
- At least 3 years of experience managing a team of maintenance staff or technicians.
- Strong technical knowledge of building systems and facility maintenance, including working command of electrical repair, HVAC, and plumbing sufficient for troubleshooting, diagnosis, and needs evaluation.
- Familiarity with OSHA and ADA standards, and local building codes.
- Experience with vendor negotiation, purchasing, and budget oversight.
- Proficiency in Microsoft Office and facility maintenance software.
- Demonstrated accountability for maintaining accurate, timely records in a computerized work order or maintenance management system and using that system to plan, prioritize, and monitor team workload.
- Strong interpersonal and leadership skills, including work prioritization, conflict resolution, and the ability to work with an integrated and varied workforce and customer base with empathy, tact, and efficiency.
- Valid driver’s license and reliable transportation for travel between sites.
Preferred Qualifications
- Experience working in nonprofit, retail, or human services environments.
- Certifications: OSHA 30, LEED, Certified Facility Manager (CFM), or equivalent.
- Demonstrated ability to lead teams, implement systems, and manage projects across diverse locations.
Physical & Environmental Requirements
- Ability to walk, stand, drive frequently, and lift up to 40 lbs occasionally.
- Regular exposure to rooftops, basements, and mechanical or construction areas.
- Comfortable working in varying weather conditions and navigating multiple facility types.