CCSWW

Director of Facilities

Job Locations US-WA-Seattle
Posted Date 3 days ago(9/17/2021 11:59 AM)
Job ID
2021-5546
# of Openings
1
Category
Management

Overview

AGENCY DESCRIPTION

 

Catholic Housing Services believes everyone deserves the right to a safe, affordable place to call home.  Inspired by this vision, CHS develops, owns and manages affordable housing programs for low-income families and individuals; currently including 2,600 units of housing in over 60 different apartment communities across Western Washington.  We provide supportive services for people who have experienced homelessness, low-income seniors, farm worker families, and those who have special physical and mental needs.

 

Responsibilities

POSITION DESCRIPTION:

 

The Director of Facilities is responsible for overseeing and ensuring the quality of our housing and physical stability of the portfolio in alignment with Property Management best practices and standards.  This position focuses on facilities and asset management and is responsible for implementing best practices and monitoring the projects accordingly. The DOF  works closely with Asset Management, Development and the Regional Directors of Property Operations to ensure property condition and reporting. The DOF establishes a building dashboard to monitor and audit established objectives.

 

 

MAJOR DUTIES AND RESPONSIBILITIES:

 

SUPERVISION AND LEADERSHIP

  • Provide guidance and direction to facilities team regarding major and critical systems related to the overall health of the property (HVAC, Elevator, Building Envelope, Fire Life Safety, etc.).
  • Facilitate regular team meetings/trainings and construction kickoff meetings.
  • Provide leadership and vision for how CHS can best serve residents through a physical asset lens; introduce and track industry best practices, new standards, regulations and codes.
  • Develop and safe-keep a workplace which values and supports a culturally and ethnically diverse work environment.
  • Document property conditions through regular site audits including vacant units, grounds, review of service request completion and documentation, systems maintenance check, shop inspections and common space conditions.

CAPTIAL NEEDS MANAGEMENT

 

  • Oversee planned Capital Repairs and monitor building status across the agency.
  • Create and manage a building health status dashboard (age, deferred maintenance, fiscal needs) in partnership with Asset Management.
  • Participate in budget process by providing analysis of needs and associated estimated cost.
  • Prioritize current year projects and plan for concurrent projects of similar nature.
  • Documentation of property conditions to update Capital needs assessments to maximize utility of current building components but plan for replacement prior to failure.
  • Delegates and Oversee projects from initial project planning, subcontractor and consultant coordination, pricing and bidding strategy, construction implementation and document processing.
  • Perform site visit of each property at least once per year in conjunction with Asset Management and Property Management Team
  • Review/plan long-term maintenance programs for each property including building systems and other components, building envelope, etc. with funder(s), the Property Manager, and the RDPO to ensure structural integrity.
  • Negotiate agency wide service contracts that may affect the longevity of assets with vendors i.e. roof inspection, preventative maintenance HVAC/Boiler/etc.
  • Collaborate with the RDPO and Asset Management Department to identify maintenance issues and capital needs that affect building security and safety; coordinate response to identified needs.

DEVELOPMENT

  • Lead with developing and accessing property specifications and equipment.
  • Act as owner representative as needed throughout design development and construction.
  • Guide design development through applicable sustainability reviews or building certification preparations to meet project/client requirements.
  • Facilitate the transition from development to operations by reviewing the pre punch lists, contractor punch, owner punch & quality control throughout the development process.
  • Work with leadership to develop and implement processes to ensure efficiency and quality control in organizational objectives.
  • Oversees project close-out including finalizing record drawings and collecting close-out documents; create a capital needs assessment at project close-out illustrating future needs.
  • Represent owner in New Building commissioning.

Facilities Maintenance

  • Conduct Regular site visits to monitor the condition of the assets and to make recommendations for improvements and strategies to increase longevity of assets.
  • Keep Property Manager and RDPO current about observed conditions at the property.
  • Troubleshoot problems and propose solutions including preventative and long-term maintenance plans.
  • Review/plan long-term maintenance programs for each property including building systems and other components, building envelope, etc. with funder(s), the Property Manager, and the RDPO to ensure structural integrity.
  • Risk Management through regular site inspections and conditions follow up and through tracking issues and responding across the portfolio to reduce risk due to leaks, energy issues, trip hazards and the like.
  • Develop and maintain a building assessment review action plan.
  • Create and maintain building equipment and system inventory database.
  • Ensure compliance in regards to: company programs, safety programs, OSHA, insurance and licensing programs, all regulatory programs and inspections.

 

Project Management and Vendor Relations

  • Direct and organize construction and renovation projects both inhouse and through third-party consultants; Coordinate bids from independent contractors when appropriate, overseeing their work and delivery of services. Work closely with program leadership to coordinate project scheduling.
  • Oversee and direct evaluation of insurance claim related work while seeking ways to improve and enhance the quality of products, materials or service purchased and the timeliness of work completion.
  • Responsible for following the CHS’s procurement and contract process when engaging vendors, soliciting bids, negotiating pricing, overseeing the quality completion of vendor services and ensuring invoices match scope of work performed
  • In conjunction with Procurement Manager, develop and maintain a master list of various vendors needed to maintain building such as landscaping, HVAC, elevators and security alarms. Maintain a schedule for periodic competitive bidding.
  • Coordinate pre-construction meetings with each trade partner prior to execution of work to set expectations.
  • Conducts material take-off prior to construction to schedule subcontractors, purchase order deliveries, and verify quantities.
  • Aids in compilation of and review contractor scopes to reduce scope gaps and minimize risk of potential change orders.
  • Supervises and resolves contractor disputes and monitors quality of workmanship and materials on project.
  • Manages all construction administrative functions on the project.
  • Overall accountability for the planning, design, permitting, construction and turnover of construction projects.
  • Deliver projects on-time, on budget, and to mutually agreed expectations.
  •  Review Commercial Tenant Improvement plans as needed to ensure compatibility with building systems.
  • On occasion, respond to critical, life-threatening after-hour emergencies; provide management oversight or guidance when needed.

OTHER

  • Perform other related duties as assigned.

 

JOB CONDITIONS:

This position requires entering facilities where there may be exposure to maintenance and cleaning supplies.  There may be cause to enter individual apartments, which may expose one to household odors including cigarette smoke, cooking smells, pet odors, etc.  Other working conditions may include frequent interruptions, working alone, evening or weekend work, working long hours during peak periods, being on-call, interactions with individuals who are angry and/or dealing with mental health or substance abuse issues, extensive use of computers.

 

PHYSICAL AND MENTAL ACUITY DEMANDS:

The requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Able to hear telephone rings, phone conversation, door bells, emergency alarms and face-to-face conversation.
  • Able to speak clearly in person and on the telephone.
  • Able to hand write legibly.
  • Able to read normal size print and handwritten notes.
  • Able to sit for sustained periods of time.
  • Able to walk buildings (including stairways) and grounds as needed to inspect properties.
  • Mobility/dexterity of hands/arms to enable keying into locked areas as well as using a computer and other office equipment.
  • Regularly able to perform duties as assigned.
  • Able to make independent decisions and apply sound judgment in performing job duties.

Qualifications

MINIMUM QUALIFICATIONS:

  • Minimum of five years’ experience in facilities management, construction, housing, and/or development.
  • Minimum of 5+ years of managerial experience.
  • Demonstrated ability to read, write, and communicate effectively to prepare and explain data to team members.
  • Demonstrated mathematical skills necessary to add, subtract, multiply, and divide numbers, decimals, and fractions, and calculate percentages in order to complete financial records, budgets, and other fiscal reporting information.
  • Ability to read and comprehend financial statements, such as profit and loss statements, general ledgers, budgets, etc.
  • Ability to communicate effectively both orally and in writing.
  • Strong supervisory skills: hiring, coaching, training and evaluating.
  • Experience working with ethnically and economically diverse people.
  • Proficiency with computers, especially Windows, SharePoint, Excel and MS Office.
  • Requires current driver’s license, auto insurance, and access to reliable transportation to be able to visit sites regularly and in case of emergencies. (Mileage reimbursement is provided.)
  • Commitment to working within the mission, goals and values of Catholic Community Services/ Catholic Housing Services.

PREFERRED QUALIFICATIONS:

  • 7+ years of leadership experience, with increasing levels of responsibility, in facilities management, building operations, capital project management, property renovations or real estate service with an emphasis on facilities, maintenance, property/asset management with a large multi-location organization. 
  • Knowledge of federal fair housing laws and any applicable local housing provisions.
  • Proven ability to set schedules, maintain budgets and exercise time management is essential for success.
  • Familiar with all aspects of maintenance systems such as preventative maintenance and supplies management

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