Director of Property and Facilities Management

Making sure you fit the guidelines as an applicant for this role is essential, please read the below carefully.

Overall Summary

Under the general supervision of the Chief of Administrative Services, the Director of Property and Facilities Management is responsible for overseeing the management and operation of the organization's property portfolio.

This role involves facility management and upkeep to ensure properties are well-maintained, financially viable, and aligned with the company's strategic objectives.

The Director also oversees management procedures, reviews and maintains lease agreements, manages purchasing, planning, and other activities that go into operations, and is responsible for the safety and security of everyone who uses BACH's facility.

The Director will work with all outside vendors and contractors, negotiating contracts and ensuring those entities deliver as promised.

The Director will lead a team of property managers and support staff, ensuring excellent service to tenants and maximizing the value of the properties.

Essential Responsibilities

To be performed in accordance with BACH Policies and Procedures

• Oversees all facilities department staff and all contractors that work with the facility
• Prepare and manage budgets for property operations and capital improvements by reviewing monthly property summaries, including variance reports on income statements, vacancies, and accounts receivable, to create a budget and estimated costs
• Monitor the facility's financial performance, including income, expenses, and property profitability
• Implement cost control measures and financial reporting system by analyzing market trends and recommending strategies to maximize property value and revenue
• Establish preventive maintenance programs to enhance property longevity and performance by scheduling and managing routine inspections and maintenance on all building systems and equipment to identify areas in need of refurbishments, repairs, and renovations.
• Oversee the day-to-day operations of the property portfolio, ensuring properties are well maintained, compliant with regulations, and monitor ongoing issues at the properties.
• Direct staff in preparing for reviews by regulatory agencies, lenders, and investors and attend in preparation for these inspections.

Review responses to findings or citations and ensure they are submitted to the agencies on time.

• Develop and implement risk management strategies to protect assets and minimize liability by overseeing safety and security and provide sufficient training staff on safety procedures.
• Ensuring the facility maintains strict compliance with relevant federal and state laws, local industry codes, regulations, and health and safety standards by conducting regular property inspections and audits to ensure optimal performance and compliance.
• Foster and execute marketing strategies to attract and retain tenants.
• Cultivate and implement strategic plans for property management, ensuring alignment with organizational goals, by handling long-range planning to support sustainable metrics.
• Negotiate and manage lease agreements and contracts with external service providers, ensuring favorable terms and conditions.

Develop and implement tenant retention programs to maintain high occupancy rates.

• Oversee leasing activities, including tenant screening, lease negotiations, and move-in / out processes.
• Promote and implement energy-efficient and sustainable practices in property management.
• Lead and mentor a team of property managers, maintenance staff, and administrative personnel.
• Identify strengths and challenges in each team in order to improve efficiency and effectiveness and foster a collaborative and performance-driven work environment.

Secondary Responsibilities

• Allocate and manage space for maximum efficiency
• Review and approve all intra-office moves
• Implement best practice processes to increase efficiency
• Obtain quotes and bids from vendors and suppliers
• Calculate and compare costs for goods and services to maximize cost-effectiveness
• Negotiate contracts to optimize delivery and cost-saving
• Manage contractor and vendor relationships by reviewing service contracts to ensure facility management needs are being met
• Verify payment and invoicing match contract pricing
• Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases
• Develop and implement cost-reduction initiatives
• Monitor energy efficiency
• May be on-call after regular scheduled hours
• Attends workshops, training, and meetings as needed, and as requested.
• Performs other duties as assigned by supervisor.

QUALIFICATIONS

Required education, experience, training :

• Bachelor's degree in Property Management, Real Estate, Business Administration, or a related field. Master's degree preferred.
• Minimum of 10 years of experience in property management, with at least 5 years in a senior management role.
• Demonstrated knowledge of property management principles, leasing, and regulatory requirements.
• Proven experience in budget management, financial analysis, negotiation skills, and cost control.
• Working knowledge of electrical and mechanical systems
• Familiarity with construction, architecture and various systems, such as HVAC and electrical
• Understanding of health, safety and environmental laws and regulations
• Ability to manage multiple properties and priorities in a fast-paced environment.
• Proficiency in property management software and tools.
• Excellent leadership, communication, and interpersonal skills.
• Proficiency in property management software and tools.

Skills :

• Strategic planning and decision-making
• Financial and budget management
• Property operations and maintenance
• Tenant relations and customer service
• Leadership and team management
• Vendor and contract management
• Excellent communication and negotiation skills
• Problem-solving and analytical abilities
• Knowledge of sustainability practices and regulations

Work Conditions :

• Travel locally to visit other sites, may require a day or overnight trip to attend events
• May require occasional evening or weekend work to oversee projects or address tenant concerns
• May need to be on-call for urgent situations
• Workload may be demanding at times
• Require professionalism and confidentiality

Supervisor :

Managerial personnel (supervisors, managers, directors, executive management) who are exempt or non-exempt and who are responsible for use of independent judgment to make personnel decisions or to recommend personnel decisions.

Personnel decisions include, but are not limited to : hiring, promoting, transferring, evaluating, rewarding and terminating employees.

Supervises

None

J-18808-Ljbffr