Job Title: Director of Operations and Facilities
Employment Type: Full-Time
FLSA Status: Exempt
Department: Operations
Introduction
We are seeking a seasoned and hands-on Director of Operations and Facilities to direct the running of our facilities and non-core programs, to create a safe and efficient work environment that improves business performance and optimizes staff productivity. Duties for the director of operations will include directing facilities functions, implementing policies and safety procedures, engaging with vendors and contractors, minimizing hazards, preparing facilities budgets and monitoring expenditure, coordinating remodeling and refurbishment initiatives, forecasting space needs, ensuring compliance with zoning laws, and negotiating lease agreements. Your skills in directing facilities and operations functions will assist our organization in creating integrated spaces, minimizing disruptions to overall business operations, improving working conditions, and creating a safe and comfortable environment for both staff and clients.
The ideal candidate for this role should possess strong communication skills, excellent organizational skills, broad knowledge of business functions, and project management experience. The outstanding Director of Operations must understand the technical aspects of the property, support day-to-day business operations, ensure efficient operation of facilities, mitigate risk, and ensure that facilities meet the needs of clients and staff.
Job Summary
The Director of Operations and Facilities oversees the facilities and non-core program services at each of the agency’s three campuses on Oahu, namely YWCA Laniakea, YWCA Kokokahi and YWCA Fernhurst. The position coordinates the day-to-day care of buildings, grounds, and associated equipment, as well as the staff and vendors that install, inspect, repair, and maintain building systems. The Director of Operations and Facilities is responsible for managing and supporting the functions of facilities, member services, and conferences & events. This position is within the senior leadership team, reporting directly to the COO.
Essential Duties
- Responsible for developing budgets and long-range facilities plans based on company growth and future needs.
- Oversee the functioning of all building systems including mechanical, electrical, fire/life safety, plumbing, and waste management.
- Monitor budgets and approve contracts, overseeing contractors involved in facility projects and delivery of services.
- Ensure building operations comply with local zoning laws and regulations.
- Create new company policies and processes, and revise as needed, for upload to SweetProcess (internal SOP software) and staff reference.
- Manage all revenue generating property, including tenant space and conferencing venues.
- Manage rental spaces including filling vacancies, screening tenants, and serving as liaison for new business opportunities.
- Assist the Executive Leadership and the Facilities Committee create facility-use planning strategies, as required.
- Maintain all facility long-term rental agreements, including market comparisons, negotiations, managing and enforcing terms, and coordinating management with department supervisors.
- Provide facilities-related support to all areas and departments at YWCA Oahu, as needed and instructed by senior management.
- Knowledge and ability to review and recommend routine maintenance activities related to plumbing, electrical, painting, carpentry, mechanical repair, landscaping, and small-scale renovations and improvements.
- Work with leadership to develop, implement, and maintain agency designated preventative and deferred maintenance schedules.
- Maintain inventory, and recommend orders to leadership to ensure adequate material and supplies in accordance to the department(s) budget.
- Notify leadership of important issues, emergencies, or life-threatening situations. On occasion, ability to act as first response for facility-related, emergency situations after-hours.
- Coordinate refuse pick-up and disposal, maintaining a clean and safe facility for staff, tenants, members, and visitors.
- Ensure the proper maintenance of facilities, and conference and events rental spaces; communicate immediate concerns to leadership to ensure maximum revenue generating activity.
- Make every effort to ensure the security of the premises by preventing unauthorized personnel from entering or damaging the property. Responsible for documenting and reporting various facilities-related occurrences, such as power outages, sewerage issues, and life safety concerns.
- Assist with coordinating outside vendor repairs, such as scheduling, check-in/out vendors, providing supervision to the vendor work, and ensuring deadlines are met. Assist with facility moves, i.e. moving office furniture, fixtures and equipment within and between sites to support program expansion, staffing changes, and remodels.
- Make recommendations to leadership regarding facilities to improve service, streamline costs and ensure efficient operations. Inspect maintenance and housekeeping workers results for conformance to prescribed standards.
- Conduct regular walk-throughs of the facility to assist visual maintenance and security. Coordinate some security functions with other departments, tenants, and neighboring businesses.
- Ensure that all participants follow operating and usage policies.
- Coordinate security functions for facilities department, and other departments, tenants, and neighboring businesses.
- Develop maintenance and housekeeping procedures and ensure implementation.
- Carry out inspections of the facilities to identify, document, and recommend plans to resolve issues.
- Monitor expenses and control the budget for maintenance.
- Monitor equipment inventory and place orders when necessary.
- Develop and maintain relationships with contractors and service providers.
- Keep maintenance logs and reports on daily activities, weekly, monthly, and annual activities.
- Ensure health and safety policies are complied with.
- Allocate workload and supervise upkeep staff (custodians, janitors, etc.).
- Must be able to pass a pre-employment drug test and safely drive a John Deere utility vehicle.
Secondary Duties
- Develop and document staff schedules and job assignments related to routine maintenance and housekeeping, as well as special projects.
- Make recommendations for capital purchases to leadership.
Supervisory Responsibilities
Directly supervises up to five supervisory and non-supervisory employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees, planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Education
This position requires a bachelor's degree in facilities management, engineering, or property management. A Masters of Business Administration is preferred. The position requires at least five years' experience in facilities-related field, and at least 5 years of management experience. This position requires experience leading and developing teams.
Behavioral Characteristics
- Attention to Detail: Quality control is important to the position - safety and cleanliness standards should be maintained, and efficiencies developed.
- Communication: The position should be able to work with various levels of management. They should be able to clearly communicate tasks and assignments and use technology where possible.
- Analytical Skills: The position should be able to review facility needs and provide information to help make decisions based on operational needs and budget.
- Leadership Skills: The position must motivate and coordinate employees, and manage coaching, counseling, and disciplinary actions.
- Ability to understand and carry out routine oral and written instructions, make routine decisions independently, sustain long periods of light to moderately heavy physical activity, and work harmoniously with others.
- Knowledge of custodial equipment, and basic tools utilized in building maintenance; at least five years professional knowledge or maintenance and repair work; thorough knowledge of proper safety techniques and procedures.
Language Skills
- Oral Comprehension: The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Reading Comprehension: Understanding written sentences and paragraphs in work-related documents.
- Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Reasoning Ability
- Deductive Reasoning: The ability to apply general rules to specific problems to produce answers that make sense.
- Innovation: Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
- Active Learning: Understanding the implications of new information for both current and future problem-solving and decision-making.
- Monitoring: Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
- Equipment Selection: Determining the kind of tools and equipment needed to do a job.
- Updating and Using Relevant Knowledge: Keeping up-to-date technically and applying new knowledge to your job.
- Scheduling Work and Activities: Scheduling events, programs, and activities, as well as the work of others.
- Organizing, Planning, and Prioritizing Work: Developing specific goals and plans to prioritize, organize, and accomplish your work.
Mathematical Skills
- Basic skills: Ability to add, subtract, multiply and divide in all units of measure, to calculate rate, ratio and percentage and to draw and interpret bar graphs.
- Ability to use arithmetic to measure, compute number of materials, manage budget, and inspect product to be sure it conforms to requirements.
Computer Skills
- Email access, such as Outlook for daily use.
- Spreadsheet software such as MS Office Excel.
- Word processing software, such as MS Word.
Certification and Licensing
- Driver's License (MK1)
- OSHA 10
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is:
- occasionally exposed to wet or humid conditions; work near moving mechanical parts; work in high, precarious places; fumes or airborne particles; toxic or caustic chemicals.
- frequently exposed to climb or balance.
- regularly exposed to outdoor weather conditions.
- The noise level in the work environment is moderate, but may increase during periods of maintenance work.