Facilities and Fleet Manager

Residential Facilities and Fleet Manager

Organization Type: Non-Profit, Faith-Based, 100 Employees

Position Type: Full-time; Salaried Exempt

Department: Operations

Reports to: Director of Operations

Hours: 40 hours per week; hours may include evening and weekend hours

Location: Active presence across all Wellspring Living locations

Position Summary: The Residential Facilities and Fleet Manager (RFFM) responsibilities include making sure residences, grounds, and vehicles are safe, operational, attractive, and in compliance; supervising Delivery Drivers; assisting the Director of Operations as needed; planning and collaborating on residential volunteer projects; assisting with fundraising events; identifying needs, budget forecasting, and implementing capital improvements; and documenting and logging all applicable processes and procedures.  

Responsibilities (include but are not limited to):                                                                   

Residences and Grounds

• Identify and document needs including needs for capital improvements across all Wellspring Living locations
• Monitor buildings and grounds for items that need to be fixed or updated by RFFM, professional vendor, skilled volunteer, or Serve Day group
• Research and hire professional vendors, gathering W-9s, COIs (Certificates of Insurance), and conducting basic background checks
• Basic maintenance/’fix things’; maintain list of basic maintenance videos and PDFs for residential coaching staffs
• Maintain comprehensive list of vendors; work with vendors to gather bids, schedule work to be done, track, verify, and pass along invoices for payment
• Maintain and execute on list of repeating to-do list items
• Ensure all compliance items are tracked, completed on time, documented, with associated documents uploaded to the Shared Drive
• Be available to assist during residential audits
• Work with the Volunteer Manager and residential program Enrichment Coordinators to identify Serve Day needs and occasionally be on hand to direct volunteers during Serve Day events
• Work with residential Directors to understand and meet applicable needs in each of the residences
• Collaborate with Security and Facilities Manager at the Dallas residence as needed
• Assist with project management including the forecast, planning, coordination, implementation, and finalization of projects as assigned
• Assist Director of Operations to research and procure larger capital expenditures such as furniture and appliances
• Successfully fulfill grant purchases and supporting documentation such as receipts, individual grant spreadsheets for residences
• Upload receipts to Bill.com in a timely manner
• Maintain tool and RFFM storage areas at the Village and at WRP, including outside sheds and Building 300 in general
• Create and maintain applicable shared-space and vehicle calendars
• Develop and maintain a prioritized list of strategic opportunities for major in-kind donations related to capital assets, facilities, and technology
• Partner with the Director of Operations to effectively stay within budgets related to facility repairs and maintenance, and technology

Safety 

• Create, monitor, distribute procedures for emergencies due to natural disasters or intruders
• Manage and inventory residential and vehicle keys, keycards, and gate codes
• Monitor timely emergency preparedness drills by each residence
• Proactively inform residences of impending bad weather and remind of documented safety procedures
• Ensure residences are in compliance for fire marshal inspections as well as with city, state, and county guidelines
• Work with program coordinators/directors on items that are needed to be in compliance with other oversight organizations such as DFCS
• Create, monitor, and distribute residential evacuation maps
• Schedule and walk with residential inspectors during required inspections in a timely manner; upload and file associated documentation on the Shared Drive

Vehicles

• Maintain vehicle information spreadsheet
• Coordinate, monitor, and track quarterly vehicle inspections
• Monitor mileage and arrange for timely oil changes, tire rotations, and emissions tests
• Monitor, gather, and distribute up-to-date registration, insurance, and emergency information for each vehicle
• Process vehicle donations with trusted mechanics
• Keep extra sets of vehicle keys
• Ensure Emergency Vehicles information sheet is up-to-date with vehicle, towing, and mechanic information covering each Wellspring Living location

Supervise Delivery Team and Ensure Truck Compliance 

• Monitor time cards
• Work with both retail managers to develop the weekly pick up / delivery schedule
• Have delivery driver(s) assist with various facilities projects as needed
• Monitor and maintain compliance standards for delivery drivers and truck

Events

       Healthy Living

• Lead by example in modeling the characteristics of a Mission Driven Professional
• Model healthy boundaries with participants and staff 
• Provide support and crisis intervention as needed
• Embody the spirit of a lifelong learner

Professional Qualifications:        

• Administrative, organizational, and computer skills including proficient use of email, Microsoft Office suite of products, and Google suite of products
• Knowledge of and capability to perform basic maintenance tasks
• Documentation of references (at least two professional and one personal) that attest to the person’s capability of performing the duties of the position and to the person’s suitability of working with or around children and vulnerable populations
• Bachelor’s degree required, preferably in a related field
• Minimum 3 years of experience with project management and team coordination

Position Requirements: 

• Extensive use of personal cell phone and data 
• Moderate travel; must have access to reliable transportation during work hours
• Must be able to lift objects up to 35 pounds and have the ability to work for moderate periods while walking or standing
• Must be able to climb and descend stairs several times a day
• Satisfactory criminal history background check
• Clean Motor Vehicle Record

Skills:

• Analysis, evaluation, and objective critical thinking 
• Initiative for effective administration and organization
• Efficiency and time management across multiple priorities
• Communication and collaboration
• Discretion and confidentiality for sensitive or restricted information
• Strength-based tendencies 
• Relationship management across Wellspring staff, volunteers, participants, vendors, and partners

Core Values: 

Creating SPACE At Wellspring Living, we are committed to fostering an inclusive and supportive environment. Our core values, encapsulated in the acronym SPACE, guide our actions and interactions:

• Servant Leadership: We lead with authenticity, humility, and a focus on serving others.

• Power of Community: We believe in the strength of collaboration and recognize that we cannot succeed alone.

• Appreciation for the Individual: We honor diverse experiences, perspectives, and strengths, nurturing an inclusive atmosphere.

• Compelled By Faith: Our Christian faith inspires us to offer compassion and respect, creating a restorative environment.