Facilities Operations Director

POSITION TITLE: Facility Operations Director

RESPONSIBLE TO: Executive Director

Application Process: Resumes will be accepted for this position until April 15, 2024. Potential candidates will be contact the week of April 15, 2024

RESPONSIBLE FOR: Development, oversight and management of YCAP operations related to facilities, safety and IT. This position is a member of the Executive Leadership Team and will develop and implement policies and operating practices for facilities, safety, and IT while continually looking for ways to improve. The Facility Operations Director is responsible for decisions regarding the use of company resources and expenses relevant to their department, in consultation with the Executive Director. As part of the Leadership Team, this position implements long-term strategies and supports and leads operations initiatives. This is a full-time, exempt position. 40 hours per week.

ESSENTIAL DUTIES:

OPERATIONS

• Provides quality service to the leadership team and staff, active listening, positive problem solving, and appropriate, timely responses

• Supervise facility staff

• Work with vendors and leads small staff team toward achievement of operational goals and tasks

• Practices independent judgement and decision-making regarding agency operations, in line with agency goals, plans, and input from leadership

• Create and implement operational policies, tasks, and initiatives; monitor for overall effectiveness, efficiency, suitability and sustainability toward long-term YCAP plans

• Address operational and safety concerns or issues in a timely manner

• Formulates long-term strategic planning with YCAP leadership to further agency goals

• Develops, implements and maintains agency operating systems pertaining to safety, facilities, communications and IT to ensure agency operations are at maximum efficiency and effectiveness

• Develop operational budgets in partnership with Finance Director and Executive Director

• Monitor operational expenses and budgets

• Support procurement processes, in collaboration with Department Directors and Finance staff

• Aids in operational research, policy updates, and form creation and maintenance

• Participates in leadership meetings to give updates and presentations regarding operations

• Works with Executive Leadership to identify and set-up staff training that may be needed in regards to operations, safety and IT

• Recommends, and implements improvements to systems based on risk assessments in safety, IT, and facilities

FACILITIES

• Building and facilities management of YCAP facilities, including YCAP admin campus, shelters, and all other additional office/program space acquired by YCAP

• Develops and oversees a system for procurement of services from vendors for facility repairs and maintenance with authority to identify and negotiate agreements with vendors to achieve objectives

• Develops and oversees facilities maintenance plans including comprehensive maintenance calendars

• Works with vendors as YCAP representative to maintain and trouble shoot building systems including but not limited to: fire suppression system, security camera system, security system, and heating and cooling systems

• Leads the organization and maintenance of agency internal storages spaces and leads the agency bi-annual document shred

• Responsible for ensuring that vendors fulfill contractual requirements. This includes but is not limited to: pest abatement, snow and ice removal, facilities cleaners, landscapers, etc.

• Works closely with agency directors to implement new project development initiatives as needed. This includes workplace expansion, internal/external office moves, and building/office space procurement and set up

• Maintains, monitors and enforces contracts, including safety oversight and building operations and maintains agency vendor contact list for items related to facilities and safety

• Construction oversight and facilitation

• Coordinates agency emergency closure process when needed and leads reopening efforts when agency closes due to inclement weather or other emergencies

• Serves as the primary emergency contact for the McMinnville campus, secondary contact for all other YCAP locations, for facility emergency calls and situations and provides physical onsite support as needed

• Develops and maintains building protocols; implements, reviews and updates on a regular basis

• Works with Executive Leadership to identify and set-up staff training that may be needed in regards to safety such as First Aid/CPR, Active Threat, etc.

• Oversees the process and records for agency inventory, including but not limited to assets (computers/IT equipment) and vehicles

• Oversees the issuing and inventories building access keys and codes for new employees and deactivates when employees exit

• Other duties as assigned

SAFETY

• Establish and ensure adherence to workplace safety guidelines, promoting a culture of safety and reducing or mitigating agency risks, safeguarding staff and premises

• Works with the Safety Committee to ensure all safety goals are being met, advise on continuous safety improvement, and ensures the Safety Committee has the support needed to be successful. Manages new Safety Committee orientation and training

• Oversees vehicle fleet safety including development of vehicle and driver safety protocol, inspection, training drivers, and works with commercial auto insurance to implement insurance recommendations

• Directs the creation and reviews Incident/Accident Reports and completes Incident/Accident Investigations. Review, track and reports on safety incidents to the Executive Leadership Team

• Develops safety programs and trains staff on new and existing programs as needed

• Oversee the review of video surveillance for security purposes, files and tracks police reports as needed and maintains record keeping of video clips

• Oversee SDS sheets management

• Regularly visits each property with staff to update, identify and address safety concerns. Ensures agency is compliant with OSHA regulations

• Local, in-county driving to YCAP facilities and vendors

• Other duties as assigned

IT /COMMUNICATIONS SUPPORT

• Responsible functionally of all computer and phone systems with the support of outside vendors and inside representatives. This may include, set-up/transfer of systems to new or existing vendors.

• Supervise the IT support request processes ensuring excellent customer service to employees

• Develops and plans for various IT health checks related to updates and virus prevention

• Develops and implements processes for IT record keeping such as issue and systems/program access logs

• Works with vendors on process implementation, and process/equipment improvement

• Communicates with staff regarding computer outages, vendor visits, and changes/reminders to protocols

• Supervise, plan, and implement computer and phone moves within the agency

• Supports and implements appropriate communication systems agency-wide

• Other duties as assigned

KNOWLEDGE, SKILLS & ABILITIES:

• Four years’ + experience in Facilities Management and a degree in Occupational Safety & Health or related field preferred. Additional coursework in safety and health from OSHA or related agencies, a plus

• BA or BS in related field such as business administration and/or minimum of 4 years’ experience in operations and facilities management

• Four years + experience in working with internal operations systems such as computer and phone systems preferred

• Ability to work with both technical and non-technical users

• Proactive analytical and problem-solving skills with a high level of attention to detail

• Strong communication skills – verbal and written

• Proficiency in the use of Microsoft Office programs including: Outlook, Word, and Excel

• Ability to work with minimal guidance

• Strong knowledge of OSHA compliance and safety committees

• Proactive and collaborative approach to leadership

• Positive attitude, good team member, treats everyone with respect

• Ability to prioritize multiple projects, meet deadlines, and adjust rapidly

• Ability to pass drug screen, background check and DMV check of driving record. Driving is an essential function of this position, and coverage approval by commercial auto insurance is required

• Strong aptitude for systems creation and management

PHYSICAL DEMANDS

The physical demands described represent those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee will be required to sit, stand, climb stairs, walk, kneel, and/or bend for extended periods of time. Will lift and/or move up to 20 pounds frequently, and occasionally lift/move up to 30 pounds.

Job Type: Full-time

Pay: $40.00 - $42.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• McMinnville, OR: Relocate before starting work (Required)

Work Location: In person