Facilities & Asset Manager bei Pillsbury United Communities

ORGANIZATIONAL OVERVIEW
We are community builders co-creating enduring change toward a just society where every person has personal, social, and economic power. Our united system of programs, neighborhood centers, social enterprises, and partnerships connects individuals and their families across the region. 

POSITION OVERVIEW 

The Facilities and Asset Manager is responsible for the oversight, coordination, and supervision of all activities related to the maintenance, repair, and efficient operation of the organization’s buildings, grounds, and equipment. This role ensures that facilities are safe, well-maintained, and compliant with applicable regulations. This position works in close partnership with agency leadership and staff across the organization to manage agency systems and assets, which, in addition to buildings and land, includes IT; office equipment; fixtures and furniture; HVACS and vehicles. The role is responsible for negotiating contracts, leases and bids for services ensuring the organization is receiving the maximum benefit. The Facilities and Asset Manager is responsible for working cross-functionally and supports an integrated strategy across multiple locations. This position contributes to meeting overall agency performance and budget goals and expectations. 

Primary Responsibilities (Essential Functions) 

Strategy and Thought Leadership  

• Develop and maintain agency processes and protocols related to assets and facilities. 
• Develop, implement, and manage preventive and predictive maintenance schedules for all systems, including HVAC, electrical, plumbing, and mechanical equipment.  
• Manage inventory of agency assets; specifications, their life cycle from acquisition to disposal, and preventative maintenance strategy
• Ensure that State and municipal fire, health safety codes are adhered to, providing a safe environment for staff and participants
• Develop and maintain network of relationships with contractors and vendors 
• Identify long-term facility improvement needs and contribute to strategic planning.  

Operations and Outcomes  

• Manage agency tax exemptions, insurance certifications, and licensures – ensuring fire, safety, and security systems are in compliance, and emergency plans are in place with annual testing/drills are conducted.
• Model operational excellence and ensure that our facilities are exceptionally maintained and operating optimally
• Oversee building inspections, safety compliance, and adherence to local, state, and federal regulations
• Provide oversight, management, and make recommendations for facilities related expenses such as utilities, ground maintenance; ensure payments and identifies cost saving opportunities
• Manage and negotiate leases, warranties, and services agreements/contracts, including renters, alarm systems, insurance, copier contracts, waste management, etc...
• Manage facility work order system (Limble) to ensure accurate recording of needed repairs, requests, estimates, and timely completion.
• Support IT Coordinator in managing Information Technology contracts; identify potential suppliers, screen and negotiate payment terms
• Respond to after-hours emergencies and coordinate corrective actions when needed. 

People and Community Development  

• Evaluates contracts and manages relationships with vendors, contractors, and repair people; ensures products and services are purchased in the most cost and time efficient manner and making recommendations regarding suppliers and maintaining and distributing a list of preferred vendors
• Responsible for supervising 2-6 agency maintenance staff, volunteers and/or interns providing training, scheduling, coaching, and performance management
• Lead on special assignments or project teams as needed or assigned
• Provide excellent customer service 
• Attend management and all staff meetings as well as other key agency meetings; regularly presenting to teams or groups

Financial Management 

• Provide oversight, management, and makes recommendations for facilities related expenses such as utilities, ground maintenance, and building equipment
• Responsible for the development and management of the agency's capital budget working in close partnership with agency leadership and location leads
• Develop and manage long-term capital plans for agency properties; recommend adjustments; leading/monitoring major projects and providing progress updates; creating and maintaining comprehensive asset management plans for each property
• Track and manage maintenance budgets, monitor expenses, and prepare cost analysis for capital improvements  
• Ensure expenditures and contracts are managed accurately
• Report and monitor accurate expenditures related to facility repairs, maintenance and/or capital improvements
• Identify cost saving opportunities when applicable

Required Skills/Experience 

• Detail-oriented with exceptional project management skills 
• Experience in facilities management of multiple properties
• Working knowledge of City, County and State facilities and property related regulations 
• Knowledge of compliance needs and maintenance schedules
• Ability to meet deadlines, prioritize activities strategically and working independently
• Proficient in Microsoft Office 365, project management and asset management systems

Desired Attributes 

• Demonstrated ability to thrive in a fast-paced environment that requires a high degree of adaptability, creativity, and follow-through
• Passion for what’s possible
• Clear sense of personal purpose

• Commitment to social justice
• Creative problem-solver
• Excellent verbal and written communication skills
• Strong competency with a highly adaptive work environment
• Ability to set and co-design strategic priorities
• Commitment to dismantling oppressive systems including but not limited to racism, sexism, homophobia, ableism, and colonialism

Benefits 

Benefits are offered to all regular employees who work at least 20 hours a week. Our benefits package includes health insurance, dental insurance, vision coverage, employer paid short term and long term disability, employer paid life insurance, health saving account (HSA) option, flexible spending account (FSA) option, retirement plan option with an employer match, paid time off and floating holidays, and 16 paid holidays. 

Affirmative Action/EEO statement  

As an Equal Opportunity Employer, Pillsbury United Communities is intentional about its responsibility of maintaining an equitable environment that is inclusive and welcoming. We hire, support, and promote talented individuals using a process that is fair and equitable to all that apply. We believe differences such as age, race, culture, ability, and sexual orientation are valuable and an asset to our organization, and employees are protected from reprisal.