Facilities Manager at Twin Cities Habitat for Humanity in Saint Paul, MN

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Description

The Facilities Manager position with Twin Cities Habitat for Humanity (TCHFH) will oversee the development, management, and implementation of the facilities management plan, including identifying, communicating, and ensuring adherence of best practices with all aspects of that plan.

This position is also responsible for developing and managing TCHFH’s fleet and facility safety programs. Overall objectives are to align facility planning with organizational needs, managing fleet program in a manner that minimizes operational risk and costs, and to ensure physical business environments are utilizing thoughtful and effective safety and security measures and procedures. 
 
Building and Fleet Summary
The Habitat Headquarters in the Midway neighborhood of St. Paul is a Silver LEED certified, 28,395SF building which was newly constructed in 2013. Homebuilding warehouse and two retail thrift stores are leased buildings, each averaging 25,000 SF. In addition, one 4-plex rental property maintained for the benefit of the AmeriCorps program service members.
Owned fleet currently consists of 3 box trucks, 25 pickup trucks or commercial vans and 10 powered industrial trucks or trailer.
 
RESPONSIBILITIES
 
Facilities Management
• Ensures implementation of effective facility and security management policies across the organization; acts as first point of contact regarding the same
• In, and with, support of CFO, manage property leases and ensure that documentation is in order, manage and negotiate all aspects of property with Landlords
• Prepare and maintain building occupancy and parking data, continually plan for changes in business activities
• Oversee all functions of the front desk, including supervision of Coordinator, reception staff and volunteers.
• Responsible for the proper operation and documentation all building systems, to include without limitation, fire alarm, fire sprinkler, security alarm, emergency lighting and signage, emergency egress, building access control, monitoring and recording, fuel distribution, elevators, generators, communications, disposal, sanitary, domestic water, plumbing, electric, heating, cooling, and ventilation
• Responsible for contracting the maintenance and repair of all building systems, from scope development (if necessary), competitive bidding, securing proper approvals, scheduling, implementation, qualifying and directing subsequent repairs and maintenance necessary and maintaining all records accordingly
• Recommends and participates in the planning process for future development of new services and growth of building services. Reviews physical layout of buildings and land usage and recommends optimal usage of space for new and relocated services.
• Shall be responsible for recommending, developing and managing all major renovations and capital improvement projects These duties will include acquiring cost estimates for the project. These estimates will include all design, construction, and permitting cost as applicable.
• Responsible for LEED recertification for 1954 University Ave W, protecting the property as an asset and keeping our sustainability investment in place; reducing energy, water, waste and promoting human health and wellness.
 
Fleet Management
• Create and manage fleet policies and/or procedures, which include assigning of vehicles to drivers, managing accident reports and provide driver training
• Develop, communicate, and implement best practices in vehicle procurement
• Oversee the sale and/or auction of used vehicles after they have been used to their maximum capacity, negotiating the highest possible price
• Ensure compliance of the organization with government regulations that have to do with the fleet management, including but not limited to DOT regulations
• Take preventive measures to ensure safety of vehicles and drivers
• Make sure that all vehicles are properly registered; ensure vehicles are inspected on a regular basis
• Administer regular scheduled maintenance program for vehicles; ensuring operational abilities and prolonging their lifespan
• Manages external auto-service center relationships to handles the maintenance and repair of vehicles
• Analyzes data to take necessary steps to reduce operational costs
• Collaborate with Human Resources to conduct annual driver qualification reviews, insurance renewals, and maintenance of driver files as required by DOT
 
Safety Management and General Oversight
• Serves as the primary liaison in collaboration with applicable department leads, for compliance, permitting and certification requirements, including all local, state and federal inspections, and other agencies having jurisdiction.
• Report and make recommendations to management regarding project and management strategies as it relates to business facilities, security processes, safety and fleet management
• Collaborate with Human Resources to develop an on-going program to ensure employee awareness and compliance with organization health & safety, and environment and security policies
• Develop the budget for the company’s fleet, facilities and safety management and present it to management for further analysis and approval
• In partnership with HR, take the lead on developing, implementing and training enterprise-wide safety strategies and procedures. Act as consultant and liaison for build site safety personnel.  
• Monitor, develop, and advise staff of practices that ensure compliance with health, safety and environmental policies and procedures for the benefit of employees and on-site volunteers
• In partnership with HR, provides appropriate safety and health; accident prevention; and investigation training for managers and employees
• Lead incident investigation process, in cooperation with department managers, including root cause analysis and identification of corrective action plans
• Ensure safety and health hazards are corrected, eliminated or guarded
• Ensure compliance with all regulatory bodies and standards (OSHA, EPA, State/Local regulators)
• Supports organization interface with regulatory authorities for regulatory visits (OSHA, EPA, State/Local regulators); handles and defends any complaints, audits, etc.
• Mentor and coach assigned staff to maximize their effectiveness, completion of assigned responsibilities and support successful achievement of individual goals

QUALIFICATIONS
 
Education:
• High School diploma or equivalent required
• Degree or certification in Safety and Environmental Sciences preferred
• May substitute 4 years of relevant experience for no degree
Experience:
• Minimum of 5 years’ experience in facilities management, coordination and supervision of projects. Education may be supplemented for years of experience.
• Experience or extensive knowledge of safety, facilities and/or fleet management
• Supervisory experience preferred
• Possess valid driver’s license with good driving record
Competencies
• Effective interpersonal communication skills and the ability to deal well with a variety of people, personalities and backgrounds
• Ability to effectively communicate clearly through oral and written means, giving specific instruction and direction to individuals and groups
• Ability to manage, supervise and motivate individuals and teams
• Ability to plan, schedule, prioritize, coordinate, delegate and manage multiple activities
• Ability to analyze circumstances, make routine decisions, problem solve, and give direction regarding problem resolution
• Business Acumen - an emphasis on professionalism; able to exhibit appropriate environmentally-based behavior
• Coaching, Developing & Mentoring - provide leadership to staff using a process that enables learning and development to occur
• Team Building - work as an effective team leader and proactive team-player
Knowledge, Skills and Abilities:
• Strong communication skills, as well as excellent interpersonal and influence management skills
• Must be able to prioritize and perform multiple tasks without losing momentum while also completing all daily tasks efficiently and effectively
• Knowledge of risk management, behavior-based safety, training, auditing/program review, regulatory agency enforcement, vendor/consultant management, business knowledge
• Advanced knowledge of regulatory requirements related to construction and transportation industries
• Ability to identify on-site safety hazards and remedy including lead, asbestos, and hazardous materials being used for construction
• Ability to communicate business decisions and changes to working practices clearly

PHYSICAL REQUIREMENTS
• Apply physical mobility, including reaching, lifting, holding, pushing and pulling, carrying, bending, climbing stairs and ladders, crawling, kneeling, arm and leg extension
 
AA/EOE
All qualified applicants will receive consideration for employment, regardless of their race, color, creed, religion, ancestry, national origin, sex, sexual orientation, marital or familial status, disability, age (over 40), or status with regard to public assistance, local human rights commission activity, or other protected status.

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