Director, Facilities Maintenance, Operations and Services, Development

Director, Facilities Maintenance, Operations and Services, Development

Job Summary

Under the direction of the Executive Director and in close collaboration with the Executive Principal, the Director of FMOD provides leadership and oversight in the planning and administration of the care and upkeep of all physical facilities at Ivy Academy 6-12. This position oversees the maintenance, operations, and custodial services of all facilities, grounds, and utilities systems; maintains the school’s capital renewal and replacement budgets; coordinates the planning and construction of all new capital improvement projects, procuring goods and Services, as well as overseeing fire, life, and safety functions, energy management, infrastructure improvement and maintenance, and long-term/capital planning; works closely with contracted teams of supervisors, coordinators, tradesmen, and external vendors in the performance and completion of required tasks and outcomes to maintain the buildings, grounds, and machinery; and advises senior leadership on all institutional policies and procedures related to the management of the physical resources of the school.

Essential Functions

• Provides leadership and direction in all aspects of administering the operation of a facilities management department including coordinating the activities for managing a school-wide building complex and grounds, strategic planning, and student-focused programs.
• Oversees the overall operation of the physical plant and maintenance program including maintenance, operations, and custodial services of all campus facilities and grounds and the utilities systems.
• Establishes and implements short- and long-range organizational goals, objectives, strategic plans, policies, and operating procedures; monitors and evaluates programmatic and operational effectiveness, and effects changes required for improvement.
• Alongside the Executive Director and Executive Principal designs, establishes, and maintains staffing and an organizational structure to effectively accomplish the department functions; recruits, employs, supervises and evaluates departmental staff.
• Plans and implements the organization of work, and appropriate training for department needs and requirements.
• Initiates projects to improve the campus appearance and function.
• Project manager of construction and design of capital projects and facility renovations
• Assists in the preparation of the school’s master space plan to identify short and long-term opportunities and define phases for development for the expansion and renovation of the campuses
• Manages the department's budget to include developing budget proposals, justifying expenses, monitoring accounts, approving expenditures, and requesting transfers of monies.
• Vendor and bid oversight and compliance
• Assists other departments with proposals and costs of projects, and inspects work done on all facilities.
• Manage contract services in support of building and facility operations including proactive and reactive maintenance and repair of mechanical, electrical systems, and other technical building systems required to support the business.
• Manage staff and student facing contract services in support of general employee services such as office services(printer, telephone, fax, radio), landscaping, parking, janitorial, trash & recycling, pest control, etc.
• Monitoring the work of contractors for compliance with established specifications, contracts, and standards of quality and safety.
• Proposes, plans, and manages school-wide restoration and rehabilitation projects to ensure a safe work and campus environment.
• Coordinate with the legal department and accounting/finance on schedule of properties
• Monitors energy usage and implements conservation programs.
• Supervising and managing all aspects of school-wide building services and grounds maintenance, assisting with prioritizing work requests, and coordinating internal and external services.
• Works closely with the team to ensure outstanding quality in all work performed by maintenance technicians engaged in maintenance and general repair of electrical, plumbing, carpentry, locksmith, welding, heating, venting and air conditioning (HVAC).
• Proactively address service issues, complaints/escalations, or incidents including tracking action plan to closure
• Report out on program updates on a weekly, monthly basis to all levels of the organization
• Analyzes and interprets all federal, state, and local laws, and advises senior management on all institutional policies and procedures that affect employee, student and public safety as it relates to the management of the physical resources of the school.
• Develop annual operating budget for each program
• Review expenses monthly and develop variance explanations
• Complete monthly forecast of expenses
• Execute promptly on direction to revise spending as required by company targets
• Develop, supervise, and implement coherent strategies for providing a high quality, cost-conscious, consistent level of facility maintenance, and operational services and amenities
• Asset storage management in collaboration with IT team
• Develop and implement strategies to optimize storage operations in-house and offsite
• Monitor inventory levels and implement strategies to minimize shortages and overages
• Maintain accurate records of inventory, including tracking and reporting to business leaders
• Identify areas for process improvement and implement innovative solutions to enhance efficiency and resource management
• Manage supplier relationships including vendor service contracts, periodic and ongoing performance & budget. Financial review, conducting RFPs, and assuring performance of program
• Maintain Facilities in compliance with local, county, state and federal regulations
• Oversees facilities-use for all special events, liaising with Technology Services, Police and Security Services and other constituents as needed to ensure user needs are met and spaces are prepped and ready
• Lead the implementation of organizational policies in all related areas
• Ensures state and federal compliance across related areas
• Lead implementation of organizational policies for all company vehicles and utility vehicles.
• Management and oversight of maintenance schedule, gas card systems, training, and checkout procedures for company fleet
• General knowledge of industry accepted accounting procedures
• Occasional evening and weekend work. Attendance at evening School Board meetings required.
• Performs other related duties as assigned.

Minimum Requirements:

• Two years (2) years of experience in a leadership role involving building repairs and commercial maintenance, fiscal, planning and evaluation responsibilities.
• Two years (2) years of supervisory experience.
• Must have knowledge of national, state, and local code requirements
• Must have knowledge and experience with the function of buildings, building systems, janitorial services, and grounds
• Must have excellent leadership and communication skills

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of safety practices relevant to the area of employment.
• Knowledge of the concepts and techniques of on-the-job training.
• Ability to organize, plan and manage multiple priorities in a fast-paced environment.
• Ability to interpret, evaluate and analyze problems and provide effective methods of resolution.
• Ability to keep accurate written records and prepare reports.
• Ability to communicate effectively both orally and in writing to subordinates and management.
• Ability to lead by example, take initiative to provide services, and develop strong relationships.
• Ability to work with people from diverse backgrounds including students, faculty, and staff; strong interpersonal skills.
• Ability to prioritize and make the optimal use of personnel, materials, and equipment; ability to manage resources and inventories.
• Analytical mindset and problem-solving capabilities to identify and address operational challenges
• Proficient in Microsoft applications, Google suite, advanced in Excel.
• Experience managing vendors and 3rd party performance
• Ability to develop procedures and define actions for specific situations.
• Ability to plan, direct and review the work of subordinates.
• Knowledge of tools, equipment, materials and supplies used in related areas.
• Knowledge of techniques, methods, requirements and practices used related areas
• Ability to comprehend blueprints, plans and specifications.

PHYSICAL DEMANDS:

• Work requires the ability to lift 20 to 30 pounds and the ability to exert 20 to 30 pounds of force occasionally.
• May be required to use a ladder or scaffolding.
• May require occasional bending, squatting, standing, reaching, climbing, kneeling, stooping, crawling, and occasional sitting.
• May be required to occasionally work in small, hard to reach spaces.
• Work is performed both inside a facility and outdoors in all weather conditions.
• Some hazardous situations may exist based on work to be performed.
• WORKING CONDITIONS: Work environment may risk exposure to bright/dim light, dusts and pollen, extreme heat and/or cold, wet or humid conditions, extreme noise levels, vibration, fumes and/or noxious odors, moving machinery, heights, disease/pathogens, toxic/caustic chemicals.

This description may be changed at any time. This job description in no way states or implies that these are the only duties to be performed by the employee. The employee will be required to follow any other instruction and to perform any other related duties as assigned by the Board. Ivy Academy reserves the right to update, revise, or change this job description and related duties at any time.