Director of Facilities and Project Management presso North East Kingdom Community Action

Description

 Job Title: Director of Facilities and Project Management

Department: Administration - Facilities  

FLSA Status: Exempt  

Hours/Weeks: Full Year, Full Time 

Hiring Range: $70,000.00 - $77,000.00

NEKCA Mission Statement:

To empower all generations in the Northeast Kingdom to grow, prosper, and thrive.

SUMMARY:

The Director of Facilities and Project Management is tasked with the responsibility of ensuring all facilities are functioning optimally and overseeing the Facilities Department. This strategic and operational leader not only manages the upkeep of existing facilities but also plans for future development, adhering to legal and environmental standards, and supports the Senior Management Team in project management when large scale facilities changes arise. The position involves significant interaction with various state and regional departments and community partners to ensure grant compliance, workplace safety, efficiency, and sustainability which are integral to organizational success.

ESSENTIAL FUNCTIONS:

•  Responsible for developing a long-term plan for the scheduling of maintenance and repairs of all NEKCA facilities
•  Point Person for high-level project and grant management that relate to facilities 
•  Responsible for the supervision and prioritization of work assignments for the Facility Manager, as well as determine future staffing needs for maintenance and janitorial services
•  Oversight and coordination of contractors for major facility renovation or construction 
•  Negotiates and manage all building leases 
•  Coordinate with Facility Manager to develop and maintain security and safety (fire drill) policies with the assistance of a Safety Committee
•  Ensures compliance with all legal, health, and safety requirements
•  Assist Procurement Specialist/Contract Manager in preparation of procurement documentation required for solicitation of competitive proposals for required services (waste collection & disposal, landscaping & maintenance, snow plowing/removal and fuel), for major facility improvements or renovation, negotiate and administer all vendor contracts 
•  Works with Program Directors in preparation of annual budgets for all facilities, fixed assets, vehicles and equipment, orders equipment and supplies, as well as monitors inventory. Makes requests for capital expenditures as needed
•  Investigate and recommend a Computerized Maintenance Management System to streamline, document, and monitor the maintenance of all facilities, fixed assets, vehicles and equipment
•  Fleet & Fixed Asset Management:

   Coordinate with Facility Manager to develop and maintain a schedule for fleet and fixed asset replacement

   Coordinate with Facility Manager , the purchase of vehicles, fixed assets and equipment in compliance with NEKCA’s procurement policy

LEADERSHIP QUALITIES:

•  Visionary Thinking: Leaders need to be able to articulate a clear vision for the organization and translate that vision into actionable goals. 
•  Strategic Planning: Leaders must be able to develop and implement long-term plans, considering both the short and long-term goals of the organization. 
•  Communication Skills: Effective communication is crucial for conveying the organization's vision, inspiring staff, and engaging with stakeholders. 
•  Decision-Making: Leaders need to make timely and informed decisions, considering the impact on the organization. 
•  Financial Management: Leaders must have a strong understanding of financial matters and be able to manage budgets, track expenditures, and secure funding. 
•  Interpersonal Skills: Building relationships with staff, board members, volunteers, and the wider community is essential for success. 
•  Problem-Solving: Leaders need to be able to identify and address challenges effectively, both within the organization and externally. 
•  Motivating and Inspiring: Leaders must inspire their team and stakeholders to work towards a shared goal. 
• Collaboration: Leaders need to be able to work collaboratively with the board, staff, and other stakeholders. 
•  Integrity and Ethics: Honesty and ethical behavior are essential for building trust and maintaining credibility. 
•  Adaptability: Leaders need to be able to adapt to changing circumstances and navigate complex situations. 
•  Resilience: Leaders need to be able to handle setbacks and challenges with resilience and a positive attitude.

SUPERVISOR RESPONSIBILITIES: 

•  Lead a work culture that fosters NEKCA’s Core Values in your work environment.
•  Develop a clear vision for the team's work and align it with NEKCA's mission and strategic goals.
•  Recruit, interview, hire, and train new staff.
•  Ensure timely and accurate time entries for all staff
•  Ensure timely and accurate submission of invoices, employee reimbursements, staffing changes, and credit card receipt submission
•  Review and approve transactions in a timely manner
•  Directly provides support and supervision of staff and programmatic guidelines, policies and procedures.
•  Conducts annual written evaluations of all staff that assess performance.
•  Handles discipline and termination of employees in accordance with NEKCA policy.
•  Facilitates professional development, training, and certification activities to ensure best practices.
•  Initiates appropriate action plans to ensure staff work in a safe working environment.
•  Actively listen to employees and stakeholders to address their concerns and input while leading staff to self-reflect and develop goals.
•  Provide constructive feedback and coaching to help employees grow and succeed.
•  Lead teams through periods of change and uncertainty.
•  Ability to make decisions and solve problems.
•  Manage budgets and resources efficiently while ensuring financial sustainability.
•  Collaborate and integrate across programs and departments.
•  Build and maintain relationships with community partners, stakeholders, and funders.
•  Understanding grant requirements and maintaining accurate files and records accordingly.
•  Ensure that NEKCA adheres to all applicable laws, regulations, and ethical standards.
•  Utilize reflective practices in support of staff as they work with participants.

DUTIES AND RESPONSIBILITIES:

•  Develop and maintain a comprehensive individual file for each of NEKCA’s owned and leased properties
•  Manage Inventory of Fixed Assets 
•  Develop a replacement schedule for fixed assets, vehicles and equipment
•  Manages access to all NEKCA facilities, such as card access and fobs
•  Manages camera access and regularly monitors for irregular activity
•  Prepare reports and updates for Senior Management on the status of properties
•  Ensure documentation is maintained in compliance with NEKCA policies
•  Serves as an essential employee for emergency operations and is available 24/7 for all related incidents
•  Focus on safety while performing duties, using appropriate personal protective equipment as needed
•  Comply with NEKCA's procurement and bidding policies and procedures

Core Competencies:

•   Must have excellent communication and interpersonal skills. Must be able to maintain good relations with participants, other staff, and members of the community. 
•   Must have knowledge of basic computer skills and record keeping, including spreadsheet applications. 
•   Proficiency in Microsoft Office products and database management systems.
•   This position is considered a mandated reporter. 
•   Must be responsible, self-motivated, self-initiated, may need to work fleixble hours (program dependent) 
•   Demonstrate positive problem-solving skills in stressful situations. 
•   Demonstrate the ability to work effectively as part of a team.
•   Demonstrate familiarity with, and sensitivity to the challenges faced by low-income individuals, and some knowledge of the community and available resources to address them.
•   Maintain confidentiality.
•   Complete all required trainings and professional development.

WORKING CONDITIONS:

Employees in this position work primarily in an office environment with moderate noise levels and controlled temperature conditions. The work involves sitting for extended periods of time, using a computer and other office equipment, and may require occasional lifting of up to 25 pounds. Position has occassionally bending, stooping, or reaching for items. Standing or moving around the office area.

Environment: From time to time, this position may be exposed to various weather conditions such as extreme heat or cold, rain, or snow.

Hazards: From time to time, project dependant, employees in this position may be exposed to hazardous materials or chemicals, and may need to wear protective gear such as gloves, masks, or goggles

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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NEKCA is a proud equal-opportunity employer. We work diligently to recruit a broad pool of candidates and to hire and promote qualified individuals whose personal experiences, characteristics, and talents reasonably reflect the diversity of the communities served by NEKCA. Our equal employment opportunities apply to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. We encourage applications from women, minority groups, veterans, and people with disabilities. 

Qualifications for positions within NEKCA are determined by the duties and responsibilities of the position itself.

Requirements

Education and Experience: 

BA (preferred)

5 years relevant experience required

Advanced training/certification in Building Mechanical/Electrical/Plumbing Systems preferred

Background Checks:

Employees in this role are required to undergo a background check in accordance with NEKCA policy, which may include verifying education, employment history, criminal background and driving records.

Transportation Requirements:

This position requires that employees possess a valid driver's license, favorable driving record results and have access to dependable transportation.