Director of Facilities and Operations

Job Description

Job Description

POSITION : Director of Facilities and Operations (DFO)

REPORTS TO : Chief Executive Officer (CEO)

SUPERVISES : Buildings Caretaker / Maintenance Lead (PT), Assistant Manager of Museum Store (FT), Preservation Intern, Administrative Assistant (PT)

Location : Portland, OR. This is not a hybrid position.

Type : Full-time / Exempt

Salary : $70-75,000 (depending on experience)

Benefits : Pittock Mansion Society offers an excellent benefit package including 100% employer paid employee medical, vision and dental insurance, PTO, retirement plan with company match up to 3%, and an Employee Assistance Program.

To Apply : Please submit your resume, cover letter, and three references to [email protected]. Please include Director of Facilities and Operations in the subject line.

No phone calls, please. Qualified candidates must complete a background check before hiring.

Application Deadline : Open until filled (ideal starting date October 2024)

ABOUT PITTOCK MANSION :

Pittock Mansion is a 1914 historic house museum and one of Portland’s top tourist destinations. The premises include the Mansion, the Gate Lodge, and the Garage with beautiful gardens adjacent to the Pittock Viewpoint.

The buildings are owned and maintained by Portland Parks and Recreation. Pittock Mansion Society, a private nonprofit organization, collaborates with the City of Portland Park to operate the premises.

Our mission at Pittock Mansion Society is to inspire understanding and stewardship of Portland history through the Mansion, its collections, and programs.

The organization under new leadership since 2022 is at an exciting juncture of strategic growth and reimagination having laid out a new transformation vision, Pittock 2.

0 which aims to make the museum a relevant history institution, a dynamic destination, and a key community partner.

POSITION SUMMARY :

The Director of Facilities and Operations (DFO) of Pittock Mansion will be a key member of the senior management team and will report to the CEO.

While this is not a new position, the key responsibilities have been thoughtfully revised and integrated to align with and support the current and evolving needs of a growing organization.

This role will oversee a range of building and facility management tasks and will have administrative responsibilities such as managing the IT, POS, and the museum store operational functionalities.

They will work closely with other departments of the organization such as Finance, Guest Experience, Interpretation and Community Engagement and Development / Fundraising.

They will be the liaison with the City of Portland Parks related to all aspects of facility maintenance which includes being the main point of contact for regular maintenance work orders, capital projects and all security related issues.

The DFO will be the staff liaison on the Preservation Committee and will closely work with the CEO and Preservation Committee members to plan and implement approved actions.

The DFO will directly supervise the part-time Buildings Caretaker and Maintenance Liaison, full time Assistant Manager of Museum Store, Preservation Intern, and a part-time Administrative Assistant.

They will also oversee the janitorial contractors and be the lead POC for the POS and IT service providers.

It is essential that the DFO is onsite during the weekdays and is flexible with their schedule to accommodate a few weekends or evenings to ensure a smooth seven-day operation.

Key responsibilities include :

Facilities Management :

Building Operations : Oversee all aspects related to the buildings and grounds care. Monitor and communicate status of buildings and other related issues to the CEO and staff.

Ensure the janitorial and maintenance contractors and Building Caretaker staff deliver high standards of cleanliness and maintenance of all the buildings and premises.

Ensure that weekly, monthly, and annual maintenance tasks and other evolving or unanticipated key issues are addressed and / or facilitated with Parks in a timely manner.

Parks Liaison : Act as the key liaison with the City of Portland Parks for coordinating ongoing maintenance related work orders.

Ensure steady follow-up with Parks maintenance, parking, and other related teams to ensure work is completed on site to avoid any sort of disruptions.

Keep the CEO closely informed of setbacks and delays that can disrupt museum operations or require a higher level of communication and problem solving with Parks management.

POC for Security : Serve as the primary point of contact for the building security system and act as the first responder for the security company and Police department during alarm situations.

Keep all parties involved and all incidents recorded.

Administrative / Operational :

IT : Be the POC for all IT related issues for the organization. Manage and implement IT and system upgrades and changes to enhance operational efficiency.

This would include gathering, analyzing, and synthesizing pertinent information from relevant parties, creating proposed budgets, and making recommendations to the CEO.

Upon approval, managing the execution of projects. Manage all IT related purchase requests, orders, and installation.

POS : Be the lead administrator for the organization’s Point of Sale (POS) system and be able to monitor, report data and problem solve ongoing issues.

Be trained in various aspects of the system and be able to train others.

Museum Store : Ensure the operational aspects of the museum store are managed in a smooth manner including reviewing and approving purchase orders and conducting museum store inventory (twice a year).

Ensure that communication and data entry on store sales is seamless between museum store staff and the finance department.

Supervise the Assistant Manager of Museum store on all aspects of store operations and inventory, seeking directional and revenue generation strategies from the CEO on product line as required to deliver on target budget goals.

Finance : Work closely with finance and accounting contractors to ensure budget adherence and financial accountability as it relates to all aspects of operations and the museum store.

Be the main POC for ordering supplies and scheduling appointments with service providers such as pest control services, cleaning services etc.

CEO Support : Provide regular reports on building status and operations with data to the CEO. Be a trusted and dependable thought-partner to the CEO to ideate and resolve complex issues related to facilities and operations.

Conduct research on alternate and new services, procure estimates and RFPs on building and operation related projects and upon approval, project-manage the initiatives as and when required.

• Cross-departmental Collaboration :
• Lead bi-monthly operational meeting with other departments to anticipate and address logistical issues.
• Collaborate very closely with the guest experience team to guarantee a seamless visitor experience. Step in and help fill Guest Experience staffing needs as the situation demands, including being Manager on Duty (MOD) or Rover on weekends or during other peak season times, and emergencies such as staff transition windows or call outs.
• Participate in bi-monthly management meetings to provide input on planning of events and other capital projects.
• Collaborate with colleagues on event rentals, set ups and other large programs that would impact facility related coordination.

Qualifications

• Proven experience in facilities and operations management, preferably in a museum, historic site, or similar environment.
• Minimum 4-5 years of senior leadership experience in a supervisory role.
• Working experience with City government / Parks a bonus.
• Strong IT proficiency and systems management skills.
• Experience with handling Point of Sale (POS) systems.
• Excellent administrative and organizational abilities.
• Experience managing maintenance and janitorial staff or contractors.
• Ability to respond to security alarms and address technical issues promptly.
• Effective communication and coordination skills, especially in working with city officials and various contractors.
• Ability to work onsite with availability for some weekend work.
• Regularity of onsite presence.
• Understanding of Diversity, Equity, Access, and Inclusion (DEAI) principles and practices
• Good interpersonal and oral communication skills with ability to work with staff across organizations.
• Reliability and Punctuality
• Eye for detail and proactive problem solver
• Flexibility in scheduling based on organizational needs.
• Experience working with alarm systems!
• Adaptive to work under ambiguity and changing dynamics.

Physical Qualifications

• Must be able to lift 50 to 80 lbs. and have the ability to bend, lift, carry, and regularly climb stairs.
• Must be able to move, climb, and work from ladders.
• Must be able to work outside in seasonal weather conditions.
• Ability to work in a shared / open space office environment.
• Workstations may not be in a climate-controlled environment.
• Wearing personal protective equipment (e.g., face covering, gloves) may be required.

Pittock Mansion Society is committed to a work environment in which all individuals are treated with dignity and respect.

Everyone has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discrimination practices.

Company Description

Pittock Mansion is a historic house museum in Portland, Oregon operated by the Pittock Mansion Society in collaboration with Portland Parks & Recreation.

The Pittock Mansion Society is a 501(c)(3) non-profit organization. The mission of the Pittock Mansion Society is to inspire understanding and stewardship of Portland history through Pittock Mansion, its collections, and programs.

Company Description

Pittock Mansion is a historic house museum in Portland, Oregon operated by the Pittock Mansion Society in collaboration with Portland Parks & Recreation.

r n r nThe Pittock Mansion Society is a 501(c)(3) non-profit organization. The mission of the Pittock Mansion Society is to inspire understanding and stewardship of Portland history through Pittock Mansion, its collections, and programs.