Properties Coordinator (FCA)

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POSITION SUMMARY:

The Properties Coordinator plays a key role by implementing and overseeing the facility condition assessment program that works closely with diocesan key constituents to conduct a comprehensive evaluation of the physical condition of each diocesan facility or property.

The purpose of a facility condition assessment is to evaluate and identify existing conditions and plan for necessary maintenance and capital improvements. It also identifies potential problems that could affect the building's performance or integrity and provide recommendations for addressing those issues, and aids in the planning & budgeting of recommended remediation action plans.

This assessment involves a comprehensive inspection and analysis of various elements, including structural components, mechanical systems, electrical systems, and architectural features. This assessment will be used by facility & operations managers, pastors, principals, and diocesan departments to prioritize repairs & upgrades and to develop a long-term maintenance plan for the location.

KEY RESPONSIBILITIES:

Facility Condition Assessments (FCA)

• Assist in developing, maintaining, and executing n FCA program for identified diocesan properties.
• Conduct FCAs for assigned properties on a regular schedule. Assessments will include:
• Asset inventory: Compile a detailed list of all facility assets, including equipment, utilities, and structural components.
• Location mapping: Log the location of each asset accurately in our facility management software for easy reference.
• Age documentation: Record the age of each asset to understand its lifecycle stage and anticipate maintenance needs.
• Expected useful life: Determine the life expectancy of each asset to plan for future replacements or upgrades.
• Lifecycle assessment: Identify assets nearing the end of their lifecycle or showing signs of deterioration for closer inspection.
• Remedial action identification: Recommend actions to address maintenance needs, including repairs, replacements, or upgrades.
• Prioritization: Work closely with key constituents at the diocesan property location to prioritize maintenance tasks and upgrades based on severity and impact on facility operations.
• Cost estimation: Estimate the costs of addressing maintenance and capital improvements, and implement recommended actions.
• Assist in developing, maintaining, and calculating a Facility Condition Index (FCI) matrix to assist in the prioritization of recommended activities and projects

Provide On-going Support to Assigned Properties

• Work closely with assigned properties to plan, prepare documents for project approval in accordance with Decree of Complementary Norms to Canon 1281.
• Perform site visits (FCA, safety & maintenance), prepare reports of findings, and address corrective action.
• Ensure compliance with insurance, health, and fire department safety standards.
• Take initiative in organizing and prioritizing work; maintain an effective working relationship with Diocesan/location representatives

Properties Transactions

• Support department leadership in the creation & management of key project deliverables.
• Prepare internal documentation, including transmittal documents, memos, and emails required to process property documentation for approval/signature.
• Interface with key vendors for bidding, problem resolution, and planning.

OTHER RESPONSIBILITIES:

Manage and perform other related functions or tasks as directed by department leadership.

POSITION REQUIREMENTS:

Education

• An associate's degree or greater in the associated field is preferred.

Experience

• 2+ years of related experience managing facility management and/or operations.
• Working proficiency in preventative maintenance/work order systems and processes.
• Ability to interpret Architectural and Engineering drawings.
• Working knowledge of electrical, plumbing, and mechanical systems.
• Working knowledge of the principles and practices of proper project management.
• Working knowledge of building codes, construction materials, and construction means and methods.
• Working knowledge of accounting principles and practices, and the reporting of financial data.

Skills

• Ability to work both independently and with a team.
• Proficiency in Microsoft Office products, including Word, Excel, PowerPoint, Outlook, Project, and Teams as well as Adobe Acrobat Pro.
• Excellent verbal and written communication skills.
• Ability to maintain professionalism in a sensitive and complex environment, including managing different personalities and relationships.
• Ability to continuously prioritize or reprioritize work, using technology tools as necessary to measure and adjust resources to optimize output, setting objectives and goals, schedules, and tasks.
• Must maintain a professional image in both communication and appearance. Proven record of providing excellent internal and external customer service.
• Must have a service-oriented attitude that actively looks for ways to help others.
• Ability to remain positive, flexible, and adaptable in all situations.

Physical

• The physical requirements described here are representative of those that must be met by an employee to successfully perform the Responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s Responsibilities.
• Effective listening and verbal communication skills 
• Kneeling.
• Squatting.
• Walking.
• Climbing a ladder.
• Ability to pick up and carry up to 50 pounds.

WORKING ENVIRONMENT:

• This job operates within professional offices, churches, education, and residential environments.
• This job operates within professional offices, c, education, and residential environments. Diocesan Safe Driver and Safe Environment programs.