Facilities Manager

Job Summary:

The Facilities Manager provides leadership and oversight to the maintenance function, including direct supervision of the Facilities Supervisor and overall coordination of maintenance and custodial staff. This position is responsible for operational planning, construction oversight, and ensuring all facilities meet regulatory and licensing requirements. This position ensures all environments are safe, secure, functional, and well-maintained to support youth in care.

In addition to the duties and requirements listed below, YFA expects employees to be committed to incorporating principles of trauma-informed care in all areas of service delivery. Commitment to these principles is demonstrated through active participation in required training, use of trauma-informed practices, and understanding that trauma-informed environments require cultural sensitivity and an emphasis on a safe and respectful environment for all.

Responsibilities:

Facilities Leadership & Oversight

Provide leadership and direction for all facilities operations across multiple locations

Supervise the Facilities Supervisor, maintenance, and custodial staff

Oversee hiring, onboarding, scheduling, performance evaluations, and ongoing staff development

Review and approve timesheets and ensure appropriate staff coverage

Establish priorities, expectations, and performance standards for the team

Ensure accountability for completion of all assigned maintenance and operational tasks

Multi-Site Facilities Oversight

Follow tenant management and leasing best practices

Maintain consistent standards across all residential and program locations

Conduct routine site visits and walkthrough inspections, ensuring each property is visited regularly (minimum one property per month)

Monitor work order flow and ensure proper prioritization

Address escalated or complex maintenance issues

Maintenance & Repairs

Oversee and support completion of major and minor repairs across all facilities

Ensure timely response to maintenance needs and facility damage

Perform hands-on work as needed within skill level and coordinate external support when required

Maintain safe, functional, and well-maintained environments

Preventative Maintenance Program

Establish and enforce a comprehensive preventive maintenance program

Oversee development and maintenance of an annual maintenance calendar by building, including:

 - Preventive maintenance schedules

 - Internal and external inspections

 - Equipment lifecycle tracking (including aging HVAC systems)

 - Warranty terms and expiration tracking

Ensure maintenance is completed on building systems, equipment, and grounds

Maintain performance records and service logs for all applicable equipment

Construction & Capital Project Oversight

Lead and oversee new construction, renovations, and facility upgrades

Coordinate contractors, timelines, and site access

Ensure all work aligns with licensing, safety standards, and operational needs

Review and approve project scope and completion standards

Safety, Compliance & Documentation

Ensure all facilities meet federal, state, and local requirements

Maintain all required logs, inspection records, and compliance documentation

Ensure SDS/HazCom documentation is current and accessible

Oversee corrective actions for compliance findings

Ensure all work is performed safely, including proper use of PPE

Maintain clear emergency exits and safe entryways at all locations

Work Order & Maintenance Systems

Oversee and enforce use of the FMX maintenance tracking system (or equivalent)

Ensure timely response and completion of all work orders

Monitor response times, completion rates, and service quality

Track tenant-related requests and wait list activity (including Speer tenants)

Identify trends and implement process improvements

Vendor & Contractor Management

Approve vendor selection and major repairs

Coordinate and oversee contractors and external service providers

Ensure work is completed safely, on time, and to contract

Secure outside support when work exceeds internal capabilities

Reporting & Operational Accountability

Require and review a monthly facilities report prepared by maintenance staff, including:

 - Completed and outstanding work orders

 - Equipment condition and identified risks

 - Preventive maintenance compliance

 - Recommended repairs and capital needs

- Ensure clear communication, follow-through, and accountability from direct reports

Collaboration and Support of Operations

- Collaborate with leadership and program staff to support facility needs

- Coordinate facility readiness for programs, inspections, and special activities

- Provide responsive and professional support to staff and stakeholders

- Maintain a service-oriented approach to facilities management

The above duties and responsibilities describe the general nature and level of work performed by people assigned to the job. They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform.

Requirements:

Education and Experience: 5 to 7 years of facilities or maintenance experience, and 3 years supervising employees required; supervising a supervisor preferred.

Experience managing multi-site facilities, and experience with managing construction or renovation projects.

Strong knowledge of building systems (HVAC, electrical, plumbing).

Required skills: Leadership and team development skills, strong prioritization and problem-solving skills, ability to manage across multiple locations, knowledge of safety and compliance requirements, and strong organizational and communication skills. Ability to communicate effectively, both verbally and in writing. Communicate and maintain working relationships with internal and external contacts. 

Ability to learn and understand trauma-informed principles and practices, including the importance of creating a safe environment, fostering trust, promoting collaboration, and empowering individuals to better serve youth as these principles translate to facilities.

Ability to manage personal reactions to traumatic stories and situations and communicate a sense of trust and safety. Ability to understand and empathize with individuals, recognizing the impact of trauma on emotions, relationships, and overall well-being.

Physical Requirements: Ability to travel regionally on a regular basis and statewide as needed. Ability to bend, lift, and carry 30 pounds.