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SUMMARY: Reporting directly to the Head of School and indirectly to the Assistant Head for Operations, the Facilities Director is responsible for managing campus facilities, preventative maintenance programs, campus security and safety, facilities related budgeting and planning, and other facilities projects as assigned. Work closely with the School’s operations personnel, as well as outsourced personnel in custodial, security, and landscape services. Also coordinates with campus administrators, faculty and staff on a variety of issues relating to campus maintenance and facilities. Candidate must be self-motivated; a strategic-thinker; energetic; a creative problem-solver; customer-service orientated; and an effective team player. The position is a management position, which may require evening and weekend work as needed.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
· Manage facilities and custodial personnel.
· Plan, manage and oversee facilities related aspects of use of campus and equipment for special events, meetings, etc.
· Oversee work order management and reporting system.
· Review and negotiate facilities-related contracts with vendors.
· Accountable for daily operations of the physical plant, ensuring good communication and customer service oriented relationships with the school's administration, faculty and staff.
· Maintain adequate inventory of all necessary supplies and parts.
· Coordinate and maintain all keys, door locks and pad locks on campus.
· Stay abreast of the changing needs of School’s curricular, extracurricular, event, and summer programs in order to respond timely and appropriately to any necessary changes in physical plant operation.
Preventative Maintenance Programs
· Manage, plan and oversee schedule of short and long-term maintenance and building equipment including HVAC, lighting, elevators, and others as needed.
· Manage reporting and tracking system for all required regular and preventative maintenance requests and schedules.
Campus Security and Safety
· Direct campus security and coordinate all on-campus security needs
· Develop and maintain school safety program for students and employees, including the Illness and Injury Prevention Program (IIPP)
· Serve as a strategic partner in the school’s Emergency Preparedness and Response programs
· Work along with Emergency Response Coordinators to develop and manage Emergency Response Plan (ERP), including facilitation of monthly drills
· Maintain stock of emergency supplies and equipment.
· Oversee the School’s Fire/Life/Safety systems including fire and burglar alarms
· Provide first response for all campus facilities related emergencies, on call 24 hours a day, seven days a week, for alarm and facilities related emergency needs.
· Serve as a liaison to police, sheriff, and fire department personnel
· Manage School’s federal and state regulatory compliance requirements, including Cal/OSHA, Los Angeles County Water Boards, building codes, and others as needed
Budgeting and Planning
· In collaboration with the Assistant Head for Operations, support development of facilities budget
· Manage facilities budget, including accurate tracking and forecasting expenditures.
· Provide support for Board Committee, Emergency Response Team, and other committees and attend meetings as needed.
· Complete and submit facility-related purchase orders for approval; review maintenance bills for accuracy, approve and submit for payment.
· Manage, supervise, and evaluate Facilities staff.
· Oversee contract janitorial services team.
· Provide general supervision and project management to other facilities related trades as needed.
· Establish or adjust work procedures to meet scheduled work requirements.
· Analyze and resolve facilities related issues.
· Strong interpersonal communication skills in a one-on-one and group setting.
· Expertise in, and an aptitude for, administration, management, construction, mechanical equipment, purchasing, supervision, security and general services.
All other duties as assigned.
EDUCATION AND EXPERIENCE: Proven facility management and maintenance skills in area of personnel, time, cost, quality, and property management required; BA or advanced degree in appropriate subject. Experience may substitute for degree.
BEHAVIORAL SKILLS: Demonstrated personal integrity, friendliness, patience, fairness, openness, non-defensiveness, sensitivity, flexibility and enthusiasm.
LANGUAGE SKILLS: Ability to read, analyze and interpret written documents, write reports and letters to vendors and others. Ability to verbally present information and respond to parents, colleagues, and administration and speak and write in response to questions.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide; create and interpret graphs; compute ratio and percent, prepare and adhere to a budget, and use a calculator.
TECHNICAL SKILLS: Ability to use simple and complex tools and machines, such as lift equipment, power tools. Ability to use computer technology to input, write reports and create spreadsheets, compose letters, send e-mail and maintain facility records. Must be able to read understand and interpret blueprints, wire diagrams and schematics.
REASONING ABILITY: Ability to solve practical problems and apply common sense in dealing with everyday and emergency situations. Ability to interpret a variety of instructions furnished in written, oral, diagram and schedule form.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by a Facilities Director to successfully perform 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 regularly required to talk and hear. The employee is required to stand, walk, sit, climb, use hands to handle or feel objects, tools, or controls, reach with hands and arms, stoop, kneel, crouch or crawl. Employee must be able to respond to emergency situations. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision, distance vision, peripheral vision, and ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those a Facilities Director encounters while performing the essential functions of the job. The noise level in the work environment varies from quiet to moderate to noisy.