Facilities Operations Manager

Description

The Facilities Operations Manager is essential in fulfilling the mission of Our Lady’s Inn by ensuring the facilities' accreditation compliance by conducting, documenting, and maintaining the highest health and safety standards for all facilities, grounds, equipment, and vehicles. This is achieved by managing safety drills, and accidents/incidents reported at the maternity homes, maintaining strong vendor relationships, fiscal responsibility by acquiring vendor bids for professional maintenance needs, scheduling and being present for all required inspections, ensuring the grounds are maintained, and performing basic maintenance activities.  He/she will split their time between both the St. Louis City and Defiance homes and will go the Administrative office occasionally as well. 

Requirements

The Facilities Operations Manager is essential in fulfilling the mission of Our Lady’s Inn by ensuring the facilities' accreditation compliance by conducting, documenting, and maintaining the highest health and safety standards for all facilities, grounds, equipment, and vehicles. This is achieved by managing safety drills, and accidents/incidents reported at the maternity homes, maintaining strong vendor relationships, fiscal responsibility by acquiring vendor bids for professional maintenance needs, scheduling and being present for all required inspections, ensuring the grounds are maintained, and performing basic maintenance activities. Conduct all business at the highest standard of integrity.

Facilities Operations Manager has responsibility to:

• Support a culture of transparency and open communication.
• Support a culture of trauma-informed care service delivery.
• Maintain positive working relationships by behaving and communicating in a manner that fosters healthy relationships with staff, vendors, clients, visitors, and the Board’s Facilities Committee. This includes but is not limited to actions such as conflict resolution; courteous treatment of others; respect for others’ property and self; and setting professional and appropriate boundaries with clients.
• Effectively manage time and schedules for being on-premises for projects and routine maintenance procedures.
• Respond to facility-related emergencies; by quickly assessing the situation, advising appropriate management, and devising a plan of action for addressing the emergency; emergencies may require the Facilities Operations Director to respond in person, after hours, and on weekends. 
• Research vendors, schedule onsite visits, collect bids, and provide recommendations to the COO.
• Regularly provide updates to the COO including the status of projects, related costs, circumstances preventing the completion of projects, non-forecasted maintenance work, and related costs.
• Schedule and conduct all emergency drills for each location, develop and record result reports.
• Schedule monthly maintenance inspections following the annual schedule per location
• Record preventative maintenance and repairs for OLI’s fleet of vehicles; ensure all registrations are renewed, insurance information is up to date, and first aid supplies are not expired.
• Perform frequent walk-throughs of each facility to ensure safety and proper condition of lighting, general appearance, HVAC, appliances, stairs, sidewalks, and parking lot areas. 
• Ensure all security, alarm, fire suppression/detection, and mechanical systems are functioning properly, scheduling inspections, and coordinating approved vendor repairs. 
• Conduct and document scheduled internal, semi-annual inspections of each maternity home. 
• Research vendor, schedule 3rd party annual building inspection of each maternity home.
• Hands-on participation in the maintenance of basic upkeep of buildings, playgrounds, and grounds.  
• Manage Maintenance Ticketing System to ensure issues are addressed promptly.
• Develop weekly maintenance project lists from ticketing system requests, and determine work fulfillment requirements: complete work individually, schedule with maintenance volunteers or schedule professional services vendor.
• May procure maintenance supplies following OLI’s procurement policy.
• Assist in moving furniture and mattresses to set up client rooms, assemble cribs and client-related items; and move/store other items as required.
• Maintain preferred vendor lists and facilities emergency contact list at each location.
• Process new vendor paperwork, check requests, and ensure invoices are accurate. 
• Regularly check work performed by vendors has been completed satisfactorily. Provide guidance for work being completed as needed.
• Other duties as assigned.