Facilities Safety & Support Manager

Facilities Safety And Support Manager

Responsible for managing, planning, organizing, and scheduling the activities of the Facilities Safety and Support Department. This department works hand-in-hand with the Campus Facilities, Branch Facilities, and Critical Facilities departments to support and coordinate effectively and efficiently. Manages and is responsible for reporting and enforcing building codes, OSHA & ADA requirements, and AFCU standards. Continually looks for ways to improve buildings, staff, workflows, and department functions to be more efficient and cost effective. Oversees the department budget and controls financial expenditures for the department. Reviews and authorizes invoice payments. Responsible for managing vendor / supplier contracts and maintenance agreements for the Facilities Division. Hires, trains, manages, and appraises department personnel and workflows. Oversees compliance with third-party vendor relationships. Is responsible for procedure and policy updates for the department. Directly responsible to implement, maintain, and enforce safety protocols, safety procedures, and safety trainings. Oversees all Facilities IT / cloud systems and verifies that these systems are maintained and functioning properly for the Division.

Responsibilities

1. Effectively manages department staff, ensuring optimal performance.

a. Interviews, hires, and assigns job duties to personnel.

b. Ensures staffing levels and duties are appropriate.

c. Provides leadership, support, mentoring, and coaching in developing staff's skill sets and competencies.

d. Conducts regular staff meetings and trainings with employees.

e. Discusses areas needing improvement and / or changes to policy and procedures to ensure staff is well informed.

f. Ensures effective monthly one-on-ones are conducted with each employee, their individual progress is documented, and semi-annual performance evaluations are completed with each employee.

g. Addresses employee performance problems in an effective and timely way and implements corrective action and performance plans as needed.

h. Recommends merit raises, level increases, and promotions for employees as appropriate.

i. Reinforces organizational leadership trainings and implements personalized leadership trainings through effective goal setting and communication. Follows up with accountability.

j. Manages the productivity of the entire department to ensure that high quality work and efficiency in operations are maintained - including determining work methods, task assignments, coordination and follow up of work.

k. Ensures all sick leave, vacation, overtime, and timecards for each employee are approved and accurately recorded for payroll purposes.

l. Ensures compliance with all HR related policies, practices, and procedures including drug policy enforcement, timecard usage, corrective actions, and terminations.

2. Responsible for establishing and maintaining effective business relations with vendors, suppliers, and trade professionals.

a. Serves as a liaison between the credit union and its vendors, suppliers, contractors, engineers, and attorneys.

b. Researches and oversees vendors to ensure supplies, equipment, and services are of acceptable quality, competitively priced, and delivered timely. Establishes and maintains updated lists of alternate vendors. Continually evaluates vendors / suppliers and makes formal recommendations as needed.

c. Maintains long-term productive relationships with suppliers and vendors.

d. Ensures the credit union's quality and professional reputation is maintained and protected with service expectations met.

e. Maintains the vendor / supplier evaluation to confirm its compliance with the credit union's third-party vendor system and completes all vendor management responsibilities in a timely and effective manner.

3. Responsible for the development and implementation of effective Facilities Safety & Support Department policies, procedures, and planning.

a. Ensures that operations are conducted in accordance with established credit union policies and with legal and regulatory requirements.

b. Assists in creating and monitoring the multi-million-dollar department budgets, business performance, and expenses.

c. Pursues cost-saving measures.

d. Develops department short and long-term goals.

e. Assists in developing policies and procedures for the Facilities Support Department and Facilities Division. Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency and service delivery. Establishes guidelines for requisitions and inventories.

4. Responsible for the effective performance of assigned functions.

a. Oversees and manages the team responsible for ensuring compliance with building codes, OSHA & ADA requirements, and AFCU standards.

b. Ensures all Facilities Division IT / Cloud systems are in proper working order and maintained in a way to achieve longevity, efficiency and redundancy.

c. Responsible to research, negotiate and maintain all vendor and service contracts to ensure services meet AFCU standards.

d. Responsible to review facility performance reports in the Facilities work order system. Evaluates and works with the Division to set baseline performance guidelines for the Maintenance Technicians. Ensures facility tasks are completed in a timely and efficient manner and reports back to each department.

e. Reviews and authorizes invoices and payments for vendor services.

f. Responsible for employee space planning and department moves.

g. Directly responsible to implement, maintain, and enforce safety protocols, safety procedures, and safety trainings.

h. Manages all fire and emergency evacuation drills.

5. Responsible for establishing and maintaining effective communication and coordination with Credit Union personnel and management.

a. Ensures the Director of Facility Management and the VP of Operations is informed of department activities and of any significant problems.

b. Provides recommendations to improve productivity, ensure total quality, and meet bottom line requirements.

c. Completes required reports, records, and other documentation as required.

d. Attends and participates in meetings and committees as required.

e. Works in conjunction with the Corporate Real Estate department to ensure tenant relations and raw properties are maintained in accordance with Credit Union standards.

6. Responsible for related duties as required or assigned.

a. Completes special projects as required.

b. Ensures work areas are clean, secure, and well maintained.

c. Designated as a first responder in disaster situations.

Qualifications

Training / Education / Certification :

Bachelor's degree in Project Construction or Facility Management, or an equivalent combination of education and experience.

4-6 years of specifically related Facility and Property Management duties.

2-4 years supervisory experience.

OSHA 10 Certification at a minimum.

Valid Driver's License.

Required Knowledge : Facility management.

Construction management.

Project management.

Property purchase processes.

Management of employees with a large portfolio of projects and duties.

OSHA & ADA.

Safety Management.

Skills / Abilities :

Good team building skills.

Well organized and able to work well independently.

Able to coordinate well with others.

Attentive to detail.

Project Management skills.

Safety minded.