Library - Facilities Service Manager

The Facilities Service Manager serves as the primary point of contact for all Library facilities-related matters, including janitorial services, security, pest control, and alarm systems, ensuring all library environments remain safe, functional, and welcoming. 

The Facilities Service Manager oversees the Couriers and Administrative Staff, and acts as a key liaison between the library system, county officials, vendors, managers, and ensures clear communication, and support.

The Facilities Service Manager is a servant leader. A servant leader leads through service, support, and accountability, prioritizing the needs of the team while maintaining clear expectations and standards. This leader actively listens, removes barriers to success, and provides hands-on support to ensure staff can perform at their best. They foster trust, collaboration, and respect, lead with integrity and humility, and take ownership of outcomes while sharing credit for successes. A servant leader creates an environment where employees feel supported, empowered, and accountable for delivering high-quality service.

PRIMARY RESPONSIBILITIES

Facilities and Maintenance Coordination

Facilities and Maintenance Tickets

• Serve as primary contact for facilities concerns, submit, track maintenance tickets.

Janitorial Services

• Coordinate janitorial requests, monitor cleanliness, hygiene across all locations.

Security Issues

• Address security concerns, communicate with security providers, resolve issues promptly.

Pest Control

• Manage extermination services, schedule treatments as needed.

Alarm Systems

• Coordinate with alarm vendors, monitor system functionality, and respond to alarm events.

RCLS Vans 

• Maintenance (WEX Card)
• Ensure all RCLS vans receive routine and preventative maintenance in accordance with manufacturer recommendations.
• Coordinate oil changes, tire rotations, inspections, and repairs.
• Track maintenance schedules and service records for each vehicle.
• Address mechanical issues promptly to minimize downtime and ensure safe operation

Insurance (Work with Corporate VP of Finance Directly)

• Maintain active and compliant insurance coverage for all RCLS vans.
• Report vehicle accidents, damage, or incidents immediately and follow required claim procedures.
• Maintain accident and incident documentation related to vehicle use.
• Report all new drivers to VP of Finance immediately to add onto the Insurance plans. 

DMV and Registration (Work with Corporate VP of Finance directly)

• Ensure all vans are properly registered with the DMV and registrations are renewed on time.
• Maintain current license plates, tags, and required documentation in each vehicle.
• Track registration and renewal deadlines to avoid lapses or penalties.
• Coordinate emissions testing or other state-required compliance as applicable

Interlibrary Loans (ILL)

• Receive, transport, and deliver Interlibrary Loan (ILL) materials between branches and partner libraries
• Package, label, and ship outgoing ILL materials according to established guidelines
• Track deliveries, due dates, and returns, escalating issues as needed
• Maintain postage equipment, courier supplies, and shipping materials
• Postage Machine 
• Ensure the postage machine is properly maintained and always stocked.

Manage Couriers and Administrative Staff

Manage Courier Staff 

• Ensure timely, efficient transportation of materials between branches.

Manage the Administrative Staff 

• Provide coverage to assist with supplies, facilities and maintenance tickets.  

Paylocity 

• Approve all timecards, sick-time and vacation requests in Paylocity. 

Procedures and Incident Management

RCLS Procedures Manual 

• Develop, update, and implement to improve efficiency, and service delivery.

Assist with Library Incident Tracking and Bans

• Work with the Deputy Directors to maintain documentation, implement bans or restrictions to support safety.

Staff Events and Coordination

Organize Staff Day and Events

• Plan staff appreciation days, training sessions, and team-building events as directed.  

System-Wide Orders and Organization

System-Wide Purchasing

• Oversees ordering, distribution of materials, and supplies across branches.

• Associate’s degree preferred but not required; equivalent experience will be considered.
• 3+ years of experience in Operations
• 3+ years of people leadership and management experience 
• Strong organizational, multitasking capabilities
• Effective communication, interpersonal skills
• Experience in facilities management, staff training
• Familiarity with incident tracking, conflict resolution
• Proficiency in database management, office software tools