Facilities Administrator (Island-wide)

Status: Exempt

Reports To: Director of Operations

The Facilities Administrator oversees the organization's maintenance and operation of all physical infrastructure, facilities, and equipment. This role ensures that the workplace environment is safe, functional, efficient, and conducive to productivity. The Facilities Administrator will organize the upkeep of all HOPE sites and properties, coordinate maintenance and repairs, and handle vendor relations to ensure the organization's facilities are maintained to a high standard.

ESSENTIAL FUNCTIONS:

Service:

• Oversee all maintenance, repair, and other facility-related services.
• Oversee the day-to-day operations of all facilities
• Manage and direct routine and preventative maintenance of program buildings, plumbing systems, utility infrastructure, fire extinguisher and alarm systems, pest control, landscaping, signage, and parking areas.
• Organize and coordinate daily maintenance work orders according to the needs of the shelters and housing units.
• Manage and direct new construction and renovations of existing facilities, including the procurement of contracted vendors, by established performance timelines.
• Coordinate and implement safety testing of all organizational sites, which include disaster drills, emergency equipment testing, and recommendations for equipment replacement and emergency procedures.
• Schedule regular inspections, repairs, and preventive maintenance for building systems, including and not limited to ventilation, air conditioning, plumbing, electrical, and lighting.
• Oversee and coordinate office moves, reconfigurations, and furniture installation.
• Manage relationships with external contractors, vendors, and service providers (e.g., security, pest control, plumbing, waste management, electricians, contractors, etc.) to ensure the cleanliness, and health and safety of all staff, shelter and housing residents.

Fiscal:

• Manage the facilities management budget, including tracking expenses and forecasting costs.
• Procure and supervise contracted maintenance and ongoing and new construction activities.
• Ensure compliance by completing and submitting any contractual performance requirements for facility repair and maintenance.
• Identify opportunities to reduce facility-related costs, such as energy savings or more efficient processes.
• Ensure that all facility-related expenditures are tracked and reported accurately.

Data Management:

• Ensure maintenance of timeline performance data for ongoing repair and maintenance.
• Maintain documentation on work requests and procurement of facilities supplies, materials, and equipment.
• Manage warranty, replacement, and inventory of all program appliances, permanent fixtures, and furnishings.
• Manage contracts for fire extinguisher and alarm systems and pest control. Provide other facilities information, as requested, for periodic monitoring and audits.
• Track and manage work orders, maintenance schedules, inventory, inspections, and repairs.
• Generate regular reports on facility operations, maintenance activities, and budgets for the Director of Operations.

Minimum Qualifications:

• High School Diploma or equivalent.
• One year of work experience in new construction, ongoing facilities maintenance, and/or renovation.
• One year of work experience supervising employees.
• Basic knowledge of Microsoft Office Programs.
• A valid Hawaii driver’s license and access to a registered, insured vehicle.

Candidates must display and/or demonstrate physical ability to:

• Be able to work regular business hours, with the potential for after-hours or weekend work during emergencies or facility-related events.
• Climb and/or walk up and down stairs and/or walkways.
• Sit for periods of up to 30 minutes at a time.
• Walk and/or stand for up to 30 minutes at a time.
• Lift, carry, pull, and/or push items up to 30 pounds at a time and for short distances. Such motions may include reasonable bending, stooping, reaching, and twisting.
• Office and on-site work may involve exposure to building maintenance tasks and the need to visit different areas of the facility.