Facilities Manager

JOB SUMMARY:

This position performs facility management and maintenance for CareerSource Tampa Bay (CSTB). This role ensures the proper operation of all aspects of the organization’s buildings to create an optimal, safe, and cost-effective environment for the occupants.  

ESSENTIAL JOB FUNCTIONS:

(The following duty statements are illustrative of the essential functions of the job and do not include non-essential or marginal duties that may be required. CareerSource Tampa Bay reserves the right to modify or change the duties or essential functions of this job at any time).

• Coordinate internal resources/departments and third parties/vendors for the execution of projects at various locations; includes but not limited to repairs and maintenance, furniture moves and office relocations, workspace reconfigurations and renovations.
• Develop, prioritize and manage “punch list” of facility needs for each location.
• Collect information from management on scope of projects and develop project plan to complete task successfully and timely.
• Monitor/track projects progress, update necessary departments on project status and handle any issues that may arise.
• Monitor each facility location to ensure that it is safe, secure and well-maintained, working with leasing companies or other entities, as needed.
• Oversee organization incident reporting process and communicate with appropriate internal and external parties to ensure adherence to company policies and procedures.
• Oversee contracts/vendors for recurring services, including but not limited to, janitorial, security and utilities to ensure compliance and cost effectiveness.
• Periodically review service contracts to ensure optimal cost savings and level of service. Make recommendations to CFO.
• Maintain understanding of locations and business needs to ensure adequacy of space and/or functionality.
• Work with commercial realtors or others, as needed, to evaluate additional and/or replacement space due to change in business need.
• Create Purchase Orders, as necessary, in order to complete scope of work.
• Solicit bids for various maintenance services; schedule and meet contractors/vendors during the bid process and while repair or build out procedures are performed (before and after hours); prepare justification memos and back up information per state procurement requirements.
• Assist with forecasting and management of facilities budget.
• Update and manage CSTB hurricane and safety plans.
• Conduct safety inspections to ensure facilities meet local, state and OSHA building and accessibility codes.
• Oversee the CSTB Organization Emergency Preparedness Plan, in coordination with IT Department, to include maintaining documents outlining response and recovery efforts, needs and preliminary damage assessments. Preparing buildings with basic hurricane supplies, ensuring point of contact at each location has disbursed the necessary items to protect electronics before evacuation of buildings; as well as ensuring safety of the building before staff can resume business.  
• Work with, and train as needed, facility liaisons at the various locations to ensure safety protocols are followed. Coordinate with facility liaisons during emergency situations. Conduct periodic safety drills at all locations.
• Responsible for updating facility evacuation maps and floor plans, understanding evacuation zones and where each center is located to effectively notify management during storm conditions.
• Performs periodic inventory of fixed assets in conjunction with Finance and IT staff.
• Analyze internal processes, make recommendations and implement procedural and/or policy changes such as disposal of assets and records.
• Ability to sit on boards or committees as requested by CEO/CFO; such as those with county or city agencies.
• Ability to perform light “handy man” duties as required.
• Supervise and mentor team of in-house facilities technicians, conduct regular performance evaluations and identify training opportunities.
• Duties may be assigned as deemed necessary.

QUALIFICATIONS:

Minimum Education and Training: 

• High school diploma or GED
• Certified Facility Manager credential, preferred
• Three to five years of facilities maintenance and management experience
• Proficient in Microsoft suite (Outlook, Excel, Word etc.)

JOB SPECIFICATIONS:

• Strong analytical and problem-solving skills
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
• Ability to stay on schedule to meet or exceed deadlines as outlined for project
• Excellent communication skills, client-facing and internal, both written and oral
• Strong organization skills, time-management and multi-tasking skills
• Knowledge of procurement and bidding processes
• Ability to formulate, initiate, and administer policies and procedures for effective fiscal control
• Ability to develop and interpret budgets, contracts, fiscal and financial reports
• Ability to read leases and architectural drawings
• Ability to meet or exceed established performance goals and monitoring standards
• Ability to delegate, manage and supervise effectively
• Current driver’s license and access to reliable transportation
• Ability and willingness to travel between various locations on a regular basis
• Standard workdays and hours with continuous on-call status for urgent facility needs

PHYSICAL REQUIREMENTS: 

• Ability to perform tasks that may involve the periodic performance of moderately physically demanding work, including but not limited to, usually lifting, carrying, pushing and/or pulling of moderately heavy objects and materials (up to 50 pounds). Tasks that may require moving objects of significant weight require the assistance of another person and/or use of proper techniques and moving equipment.
• Ability to perform tasks that may include climbing, kneeling, crouching or crawling.
• Ability to work inside or outside.
• Potential to be exposed to adverse conditions such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperatures, high noise levels, electric currents, animals/wildlife, gases or chemicals and other pathogenic substances.
• Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed instructions to other or important spoken workers accurately, loudly, or quickly.
• Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.