Director of Facilities bei Town of Plainfield, IN

About the Department

The Director of Facilities is responsible for town wide property management strategies, MEP and landscape maintenance, general upkeep strategies, and monitors related contracts, services, and partnerships. A primary focus for the role includes management-related functions at the Civic Center and Government Center campus.  In addition, the role assists with property management duties in coordination with leadership at MADE@Plainfield, Hendricks Live!, the Community Development Corporation, and related partners.  

Position Duties

Duties include, but are not limited to:

1. Directs daily operations at the Civic Center campus, including building maintenance and upkeep, coordination of setup room requests, AV coordination with IT, and building supervision during meetings and other needs for public meetings at the Government Center Building.
2. Serves as the primary on-call contact for Civic Center campus (including the parking structure) operational needs.
3. In coordination with department heads, manages and maintains the municipal fleet assigned to the Civic Center Campus and completes associated fleet maintenance and upkeep functions.
4. Serves as a liaison with the Community Development Corporation Executive Director for coordination of parking structure lessee communications and related operations. 
5. Serves as a liaison with Hendricks Live! concerning civic center campus operations.
6. Assists with property management oversight at MADE@Plainfield in coordination with the Board of Directors.
7. Leads the development and centralization of town wide property management, maintenance, upkeep, and related contracts, services, and partnerships. Works in collaboration with other departments' maintenance staff.
8. Assists with town wide fleet procurement, asset tracking, and surplus as needed.
9. Works collaboratively with the Director of Risk Management and assists in the development and maintenance of the Town's Safety program.
10. Works closely with the Director of Risk Management to review insurance policies and renew insurance lists.
11. Recommends and works with departments for annual budgeting related to fleet, asset maintenance, and related functions. 
12. Supervises the Government Center facility supervisor.
13. Completes administrative duties such as attending meetings, reviewing reports, completing various reports, participating in budget planning and reviews, approving invoices, answering inquiries, etc., as needed. 

Supervisory Responsibilities: This position supervises the Government Center Facility Maintenance Supervisor and maintenance staff.

Minimum Qualifications

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Town-related Competencies: To perform this job successfully, all employees working in the Town should demonstrate the following competencies:

• Teamwork and Collaboration - Gets along with and maintains positive relationships with coworkers. Is willing to help with all types of work, no matter how big or small the task. Asks for and listens to coworkers’ feedback; incorporates feedback into revised processes. Positively reinforces team members for their contributions and accomplishments. Admits mistakes when they occur, learns from them, and enables others to do the same. 
• Service to Citizens - Always represents the Town of Plainfield well; maintains personal accountability and ownership for customer service. Let customers know that they are willing to work with them to meet their needs. Follows up to ensure that requests and concerns are resolved. Understands customer problems and needs; quickly and effectively solves customer problems. Does more than what is normally required to resolve customer concerns. 
• Professionalism - Demonstrates professionalism in appearance and actions. Maintains timely, personable, and effective communications with citizens and the general public, and local or intergovernmental contacts and neighboring community leaders. Demonstrates flexibility and a positive attitude when change occurs. Does not participate in conversations or actions that are disrespectful to others. Uses Town resources and assets wisely, efficiently, and according to Town policy. 
• Dependability - Attends work as scheduled; follows the attendance policy and informs his/her manager of absences in advance. Accepts assignments willingly and can be counted on to complete tasks on time. Completes tasks accurately and thoroughly, eliminating the need for close review. Timely follow-through on tasks and projects issued by the Department Head, Town Manager, or Town Council. Does what he/she commits to doing. 
• Interpersonal Communications - Communicates clearly, accurately, and respectfully with coworkers and customers. Keeps the Town Council well-informed of any incidents or issues; especially regarding offsite incidents. Keeps sensitive and confidential matters private. Listens to others and seeks to understand others’ perspectives. Willingly accepts feedback and incorporates it into work activities and interactions. 
• Job Knowledge and Work Habits - Takes pride in work and coworkers; performs work with a positive attitude that enables others to perform well. Is willing to ask questions when the job or task is not fully understood. Willingly participates in training to maintain or enhance current knowledge of principles, procedures, methods, and/or technology. Maintains an optimistic outlook when faced with difficulty or change and makes an effort to overcome obstacles. Retains the expected job knowledge; helps others by sharing knowledge.

Job-related Competencies – To perform this job successfully, employees in this job should demonstrate the following competencies:

• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Delegation – Delegates work assignments; matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Identifies external threats and opportunities; Adapts strategy to changing conditions.

Education and/or Experience: Bachelor's degree (B.A. /B.S.) from a four-year college or university; and five years related experience and/or training; or equivalent combination of education and experience.

Other Qualifications

Other Skills and Abilities: The following skills and abilities are either required or desired.

• A CPM and/or a Real Estate License or related designation desired.
• Experience in negotiating, analyzing, and implementing property-related contracts. 
• General knowledge of government or commercial property management, maintenance operations/oversight, and building operations.
• Understanding of professional services and general maintenance contracts, agreements, and partnerships.
• Establish and monitor appropriate checks and balances to ensure a high level of quality in operations while ensuring that the maintenance team understands and exceeds Town Management's goals/expectations for each property.
• Ensure compliance with Town policies, procedures, and property management standards; monitor operational quality across facilities.
• Direct, supervise, and develop property management staff; provide training, coaching, and monthly performance evaluations.
• Establish and maintain property procedures (Operations Manual and Emergency Procedures) in line with Town standards.
• Lead special projects assigned by the Assistant Town Manager and other Senior Leadership
• Computer software skills required include Microsoft Outlook, Word, Excel, PowerPoint, and fleet/facility maintenance related software programs.
• The ability to make sound and rational decisions, including exercising independent judgment within established protocols and guidelines, is required.
• The ability to enforce rules and follow all established protocols and guidelines is required.
• A general understanding of accounting principles and practices and report writing, while paying close attention to detail, is required.
• The ability to maintain and cultivate positive relationships with residents, vendors, and other Town departments is required.
• The ability to resolve conflicts between employees and between employees and residents is required.
• The ability to remain current with all required licenses, certifications, and in-service requirements is required.
• The ability to operate a computer, printer, copy machine, scanner, fax machine, and other office equipment is required.
• The ability to speak, read, and write in English is required. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.
While performing the duties of this job, the employee is regularly required to sit; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch, or crawl; and taste or smell. The employee is frequently required to lift and/or move up to 25 pounds. 
Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee occasionally is exposed to working near moving mechanical parts and the risk of electrical shock when working with office equipment and outdoor weather conditions.  The noise level in the work environment is usually quiet to moderate.

While the business offices of the Town are open from 8:00 a.m. to 5:00 p.m., Monday through Friday this position may require work beyond these hours and on holidays. It also may require the ability to drive a Town vehicle and/or drive one’s own vehicle on Town business. Thus, a valid driver’s license may be required.

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