Facilities Director

at  YMCA

The Facilities Director intentionally fosters a cause-centered culture by overseeing the maintenance and improvement of YMCA facilities.
Job Description
Job Title: Facilities Director
Department : Administration
Classification : Full time, exempt
Job Grade: 12
Reports to: VP of Operational Excellence
Salary Range : $80,000 - $100,000, DOE. NOTE: We offer many great benefits , including a 12% employer contribution to a retirement savings account. Medical benefits are not currently included in our benefits package, though they will be implemented for FT-exempt positions within 6-8 months.

POSITION SUMMARY

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Facilities Director at the Eugene Family YMCA intentionally fosters a cause-centered culture that is welcoming, genuine, hopeful, nurturing, and determined while also overseeing the maintenance and improvement of YMCA facilities.
Qualifications

MINIMUM QUALIFICATIONS

• At least two (2) years of relevant formal facility repair or construction training beyond high school
• A minimum of six and a half (6-½) years of experience in facility management, equipment repair, construction, or closely related field
• Certified Pool Operator license, or ability to obtain this license within the first 90 days of hire
• Previous experience working with and/or repairing mechanical, electrical and plumbing systems, carpentry and other maintenance-related areas
• At least two (2) years of experience supervising or leading employee teams
• At least two (2) years of experience in project management
• Previous experience in budget management
• Previous experience with facility-related technology associated with systems management and project oversight
• Previous experience with Microsoft Office applications, including Outlook, Word, Excel

PREFERRED QUALIFICATIONS

• Experience providing basic maintenance of complex building systems, including HVAC and plumbing systems.
• Bachelor’s degree in a facilities-related field
• Previous experience in a Facilities Director or equivalent facilities management role at a YMCA
• Bilingual (Spanish) fluency, with ability to speak and write in Spanish
• Professional certification or license in any of the following areas: electrical, plumbing, HVAC, mechanical systems or carpentry

Essential Functions

• Provides overall coordination and execution of facility maintenance, including planning, developing and implementing preventative maintenance tasks
• Anticipates risks, implications and possible outcomes before taking action
• Applies professional managerial principles and judgement, within overall direction established by the organization’s senior management in order to proactively, safely and effectively maintain, repair and care for the organization’s facilities and equipment
• Regularly tasked with solving complex problems related to a wide array of systems and equipment; must have the ability to maintain, diagnose and research the organization’s systems and equipment in ways that prolongs equipment/system life, reduces downtime, mitigates safety risks and ensures the organization’s ability to safely maintain and sustain operational services
• Fosters and maintains professional working relationships with key vendors, contractors and suppliers that help them prioritize YMCA repairs and services due to the depth and quality of these relationships
• Closely monitors the Y’s incident and ticketing software (Nodafi) to ensure that tickets are acknowledged promptly and a plan to quickly, thoroughly, and properly correct the item noted in the ticket is implemented. Communicates this response and plan out to necessary stakeholders.
• Completes repair work and projects in a detailed, professional and timely manner; oversees all contractors that work in the facility and grounds; including the collection of required documentation.
• Ensures that all required preventative maintenance is completed on schedule, and in alignment with, the Operations & Maintenance (O&M) manuals.
• Regularly works with outside agencies such as fire, health, building departments, etc. to ensure compliance with all local, state and federal regulations related to facilities and grounds
• Collects receipts and invoices for all expenditures and submits financial paperwork in a timely manner
• Responsible for informing the development of a departmental budget; responsible for alignment with the departmental budget; must have the ability to manage expenses, and understand the causes and solutions to address budget variances
• Responsible for working with the Y’s accounting and financial personnel to log and track fixed assets such as materially significant pieces of equipment
• Identifies and mitigates significant business, financial and operating risks, and advises management on maintenance issues and projects as requested; has the skills to prevent, diagnose and repair a wide array of facility-related operating systems and pieces of equipment
• Oversees the housekeeping function of our Y (initially this is oversight of our housekeeping vendor, but eventually, this function will operate with internal staffing)
• Significant supervision responsibilities; hires, trains, schedules and directs assigned staff and vendors; reviews and evaluates performance; develops strategies to motivate staff and achieve goals; models relationship-building skills in all interactions; works side-by-side with departmental staff
• Updates facility plans periodically; may work with the CEO to develop an annual plan of capital projects, consistent with the YMCA’s strategic plan and community needs
• Light duty carpentry work such as installing doors, patching the roof and repairing damaged walls
• Light duty electrical such as replacing light fixtures and ballasts
• Significant plumbing work such as replacing faucets, working on toilets, replacing plumbing components in the mechanical spaces, diagnosing and repairing key plumbing systems in the Aquatics Center, locker rooms and bathrooms
• Responsible for the daily maintenance and checking of pools, pool chemicals and systems in the Aquatics Center in accordance with public safety regulations
• Significant responsibilities to oversee complex and technologically advanced facility items and systems such as diagnosing needed repairs and providing first-line responsibility for maintaining and repairing HVAC, mechanical, electrical, plumbing, structural, grounds and building envelope systems; prior to hiring a contractor, if needed
• Oversee the operation and mechanical functions of the entire facility at a level that allows the Y to safely and professionally meet community and staff needs
• Overall management of facility spaces, including technologically advanced systems, processes, usage protocols and maintenance
• Ensures that organization vehicles are maintained by outside vendors, in accordance with manufacturer guidelines and the policies and procedures of the YMCA
• May provide essential services during times of emergencies and inclement weather; this position may be required to fulfill essential services and functions during these times
• Serves on the organization’s Safety Committee and may serve on other standing committees or temporary task forces as needed.
• Handles and resolves concerns or questions in an empathetic and professional manner; informs supervisor of unusual situations or unresolved issues.
• Complete all required trainings as assigned by supervisor, by scheduled due dates.
• Must maintain a current, valid Oregon driver’s license, a DMV driving record that meets YMCA standards, and evidence of insurability throughout entire term of employment.
• Protects organization’s value by keeping information confidential always.
• Other duties as assigned.

THE Y: WE’RE FOR YOUTH DEVELOPMENT, HEALTHY LIVING, AND SOCIAL RESPONSIBILITY.

Cause-Driven Leadership Competencies

• Emotional intelligence and resilience are foundational and critical due to the significant level of project requests coming from a variety of audiences, such as Y employees, Y members and vendors
• Ability to build authentic, welcoming and engaging relationships with a wide array of audiences, such as Y employees, members and vendors
• Analytical and problem-solving – gathering and synthesizing information; identifying and creating innovative solutions to complex problems
• Written and oral communication – writing and speaking clearly and persuasively in various situations including via email and conducting productive meetings
• Delegation – assigning work, giving authority to work independently, setting expectations, monitoring delegated activities and providing accountability
• Leadership – inspiring and motivating others to perform well and accepting feedback from others
• Management approach – including staff in planning, decision-making, facilitating and process improvement; making oneself available to staff; providing regular performance feedback; developing subordinates’ skills and encouraging growth
• Customer service and quality management – providing and expecting exceptional customer service; looking for ways to improve and promote quality and demonstrate accuracy and thoroughness.
• Respectful workplace – creating and maintaining a culture of respect and inclusion in which employees are valued, communication is polite and courteous, conflict is addressed appropriately, and inappropriate behavior is addressed swiftly
• Judgment – displaying a willingness to make decisions, exhibiting sound and accurate judgment and making timely decisions
• Planning/organizing – prioritizing and planning work activities, using time efficiently and developing realistic action plans
• Safety and security – observing safety and security procedures, using equipment and materials properly and expecting employees to do the same
• Position requires a commitment to the highest ethical standards, as outlined in our Y’s Code of Conduct, and our diversity, equity and inclusion goals

Essential Functions

• Provides overall coordination and execution of facility maintenance, including planning, developing and implementing preventative maintenance tasks
• Anticipates risks, implications and possible outcomes before taking action
• Applies professional managerial principles and judgement, within overall direction established by the organization’s senior management in order to proactively, safely and effectively maintain, repair and care for the organization’s facilities and equipment
• Regularly tasked with solving complex problems related to a wide array of systems and equipment; must have the ability to maintain, diagnose and research the organization’s systems and equipment in ways that prolongs equipment/system life, reduces downtime, mitigates safety risks and ensures the organization’s ability to safely maintain and sustain operational services
• Fosters and maintains professional working relationships with key vendors, contractors and suppliers that help them prioritize YMCA repairs and services due to the depth and quality of these relationships
• Closely monitors the Y’s incident and ticketing software (Nodafi) to ensure that tickets are acknowledged promptly and a plan to quickly, thoroughly, and properly correct the item noted in the ticket is implemented. Communicates this response and plan out to necessary stakeholders.
• Completes repair work and projects in a detailed, professional and timely manner; oversees all contractors that work in the facility and grounds; including the collection of required documentation.
• Ensures that all required preventative maintenance is completed on schedule, and in alignment with, the Operations & Maintenance (O&M) manuals.
• Regularly works with outside agencies such as fire, health, building departments, etc. to ensure compliance with all local, state and federal regulations related to facilities and grounds
• Collects receipts and invoices for all expenditures and submits financial paperwork in a timely manner
• Responsible for informing the development of a departmental budget; responsible for alignment with the departmental budget; must have the ability to manage expenses, and understand the causes and solutions to address budget variances
• Responsible for working with the Y’s accounting and financial personnel to log and track fixed assets such as materially significant pieces of equipment
• Identifies and mitigates significant business, financial and operating risks, and advises management on maintenance issues and projects as requested; has the skills to prevent, diagnose and repair a wide array of facility-related operating systems and pieces of equipment
• Oversees the housekeeping function of our Y (initially this is oversight of our housekeeping vendor, but eventually, this function will operate with internal staffing)
• Significant supervision responsibilities; hires, trains, schedules and directs assigned staff and vendors; reviews and evaluates performance; develops strategies to motivate staff and achieve goals; models relationship-building skills in all interactions; works side-by-side with departmental staff
• Updates facility plans periodically; may work with the CEO to develop an annual plan of capital projects, consistent with the YMCA’s strategic plan and community needs
• Light duty carpentry work such as installing doors, patching the roof and repairing damaged walls
• Light duty electrical such as replacing light fixtures and ballasts
• Significant plumbing work such as replacing faucets, working on toilets, replacing plumbing components in the mechanical spaces, diagnosing and repairing key plumbing systems in the Aquatics Center, locker rooms and bathrooms
• Responsible for the daily maintenance and checking of pools, pool chemicals and systems in the Aquatics Center in accordance with public safety regulations
• Significant responsibilities to oversee complex and technologically advanced facility items and systems such as diagnosing needed repairs and providing first-line responsibility for maintaining and repairing HVAC, mechanical, electrical, plumbing, structural, grounds and building envelope systems; prior to hiring a contractor, if needed
• Oversee the operation and mechanical functions of the entire facility at a level that allows the Y to safely and professionally meet community and staff needs
• Overall management of facility spaces, including technologically advanced systems, processes, usage protocols and maintenance
• Ensures that organization vehicles are maintained by outside vendors, in accordance with manufacturer guidelines and the policies and procedures of the YMCA
• May provide essential services during times of emergencies and inclement weather; this position may be required to fulfill essential services and functions during these times
• Serves on the organization’s Safety Committee and may serve on other standing committees or temporary task forces as needed.
• Handles and resolves concerns or questions in an empathetic and professional manner; informs supervisor of unusual situations or unresolved issues.
• Complete all required trainings as assigned by supervisor, by scheduled due dates.
• Must maintain a current, valid Oregon driver’s license, a DMV driving record that meets YMCA standards, and evidence of insurability throughout entire term of employment.
• Protects organization’s value by keeping information confidential always.
• Other duties as assigned

The physical demands 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.

• While performing the duties of this job, the employee is often required to: climb stairs, bend, stoop, kneel, twist, reach with hands, sit, stand for an extended period of time, climb ladders, walk, shovel snow, plow snow, lift and/or move over 100 pounds, have finger dexterity, grasp, perform repetitive motions, talk, hear and have visual acuity
• The work is performed both indoors and out and may require travel to various locations
• While performing their job duties the employee is exposed to weather conditions prevalent at the time
• While performing the duties of this job, the employee is exposed to multiple elevated risks associated with hazards and the environment such as chemicals, heights, driving on public roads, confined spaces, temperature variation, loud noises, etc.; a focus on safety is essential and constantly important
• While performing the duties of this job, the employee must occasionally work on components of the Y, or oversee contractors working on components of the Y, at times when the Y is closed to members; these include late nights and weekend