Director of Facilities

Job Description

Job Description

Reports To : Executive Director

Department : Operations

FLSA Status : Exempt

Date Adopted : June 17, 2024

Revision Dates : Position Summary

Position Summary

The Director of Facilities is a key member of the Charter Oak Communities (COC) senior leadership team. This position provides strategic vision and guidance of facility maintenance and grounds, fire prevention and the highest standard of safety compliance, energy management, budgeting, planning and procurement.

Besides supporting the COC Operations function, the position works in collaboration with COC’s Asset Management function, implemented through its Rippowam Corporation affiliate, that is primarily focused on ensuring optimal performance, sustainability and marketability of the property portfolio.

The Director of Facilities oversees the Maintenance Supervisor and supports the maintenance team in meeting established performance goals.

Essential Duties and Responsibilities :

Strategy

• Develop strategic direction to support future needs and growth.
• Assist in the preparation of the written assessment of physical conditions and the Department's Annual and 5-year Physical and Management Needs Assessment
• Collaborate with Executive Director and Director of Operations on the development and implementation of strategic initiatives that will further develop the facilities functions agency wide.
• Prepare and submit required documentation as required for grant requests to fund capital needs assessments.
• Examine the effectiveness of maintenance policies, procedures, and protocols, to ensure the most effective and cost-efficient utilization of resources.
• Develop a facilities management strategy, which is guided by existing goals and resources; put into action after Executive Director and Asset Management approval.
• Create and maintain a predictive maintenance (PdM) data analysis to minimize downtime, reduce operational disruptions, extend asset life, and control maintenance costs.
• In collaboration with the Maintenance Supervisor identify needed facility upgrades and process improvements.
• Create a long-term maintenance strategy that supports future needs and growth.
• Review and update preventative maintenance program accordingly.

Leadership

• Provide leadership and accountability for the success of multiple projects, planning construction projects and developing solutions.
• In conjunction with the Maintenance Supervisor, conduct performance evaluations that are timely and constructive and handle discipline and termination of employees as needed and in accordance with company policy.
• Evaluate strengths and opportunities to employee performance and create ongoing professional development plans, including succession initiatives.
• Ensure compliance with relevant laws, regulations, and safety standards.
• Mitigate risk and oversee safety and security of employees and residents.

Budgets

• Prepare and manage operational and capital budgets for facility maintenance and ensure goals and benchmarks are achieved.
• Review monthly financial reports for compliance with budget.

Procurement

• Prepare bidding and contracting documents, including drafting Request for Proposals (RFP), contracts for maintenance and capital improvements.
• Recommends and manages system maintenance contracts and vendor selection.
• Assist with contract management, including negotiation of third-party contracts, compliance and record keeping.
• Develop policies and procedures related to the procurement of goods and services.
• Prepare job estimates and bid package for projects to be completed by outside contractors.
• Work in conjunction with Asset Management to ensure that outside vendors and contractors deliver as promised, while supporting profitability oversight.
• Ensure all project documentation is accurate, up-to-date and meets organization standards.

Other

• May be required to perform other related duties as required and / or assigned.
• Assist with the development and implementation of projects across all sectors of the Operations Services Group to achieve goals and meet deadlines.

Knowledge, Skills and Abilities :

• Proven negotiation and project management skills.
• Exceptional positive, and professional customer / employee collaborative and interpersonal skills
• Strong ability to communicate successfully orally and in writing with people from a broad range of backgrounds.
• Strong critical thinking skills, decisive judgement, and the ability to work with minimal supervision.
• Familiarity with construction, architecture, and various systems, such as HVAC and electrical
• Strong finance acumen.
• Ability to take the initiative, work in a fast-paced environment, and take appropriate action.

Minimum Education / Experience Requirements :

• Ten+ years of relevant experience, in which five of those years are in a management capacity at multi-family residential buildings, preferably in an affordable or supportive housing setting, is mandatory.
• Bachelor’s degree in a relevant field, such as facilities management, engineering or business management is highly preferred, with a consideration for more extensive experience as a partial offset (i.

e. an Associate’s degree).

• Certified Facility Manager (CFM), Sustainability Facility Professional (SFP) and / or Professional Engineer (PE) are highly preferred.
• Familiarity with low-income housing, housing choice vouchers (Section 8) and working with other regulatory agencies strongly preferred.
• Advanced skills in budgeting, financial administration and project management are mandatory.

Additional Requirements :

• An exam may be administered which will assess competency levels of requirements.
• Must have valid driver’s license; will need personal transportation to travel to COC’s properties.
• Successfully pass a pre-employment drug test and physical, educational background, reference, and background check.
• Charter Oak Communities has a COVID-19 Vaccination Mandate, proof of vaccinations at the time of the acceptance of a contingent offer or submittal of a religious or medical exemption request to Human Resources Officer.

Equal Opportunities Statement

COC is deeply committed to sustaining a workplace and global community where inclusion is not only valued but prioritized.

We are proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, family status, marital status, sexual orientation, national origin, genetics, neurodiversity, disability, age, or veteran status, or any other non- merit based or legally protected grounds.