Facilities Manager (Portage District Library)

Under the direction of the Library Director, the Facilities Manager is responsible for planning, organizing, directing, coordinating and performing all activities involving the day-to-day maintenance, repairs, improvements, cleanliness, and security of the library facilities and grounds. The incumbent in this position must establish and maintain effective working relationships with all contacts, demonstrating diplomacy, professionalism, enthusiasm, and strong communication and interpersonal skills in order to achieve common goals and successfully manage the library facilities.

Essential Job Functions

• Leads the facilities management function. Ensures that all facility maintenance, repairs, cleaning, and improvements are appropriately completed in a timely manner and that the facility is well maintained and kept visually appealing.
• Supervises the Facilities Assistant and Custodian positions. Coordinates workload and schedules. Prioritizes projects and verifies the quality of work being performed. Manages employee performance.
• Coordinates the identification, selection, and scheduling of contractors as needed. Works with the Business Manager to establish contractual terms. Ensures contractor performance expectations are met and work is performed properly.
• Manages contracts with service providers for facility and grounds related areas including: snow removal, landscaping and grounds, facility cleaning, pest control, window cleaning, fire suppression systems, roof repairs, HVAC maintenance, elevator inspections, electricians, plumbers, and other related services. Works with the Systems Administrator to establish security services.
• Works with library leadership to identify future facility needs. Evaluates current facility conditions and creates a plan to proactively address preventative maintenance needs.
• Creates and maintains a budget for facility related expenses using Excel. Proposes budgets for future facility needs and manages current budgets, keeping costs at acceptable levels.
• Ensures library compliance with ADA and OSHA standards.
• Works with the city to ensure compliance with fire code and emergency exit requirements.
• Serves as on site project manager for construction work. Ensures contractual terms are met, the work is permitted as necessary, and that quality standards are met.
• Manages facility related supplies. Ensures that appropriate supplies are in stock, organized, and available for use as necessary.
• Trains staff on facility, safety, and security related topics.
• Completes facility repairs and emergency clean up as needed.
• Focuses on reducing energy usage. Looks for opportunities to reduce utility costs and improve efficiencies. Trains others on the best use of resources.
• Investigates options for contractor work. Evaluates alternatives, and presents options to the leadership team in a concise, easy to understand manner.
• Responds and supports the library when power outages or alarm notifications occur.
• Assists with cleaning, snow removal, or repairs as necessary to ensure the library is consistently maintained in a professional manner.
• May be responsible for driving personal vehicle to obtain supplies and to attend supplier meetings.
• Other duties as assigned.

KNOWLEDGE, SKILL AND ABILITIES

• Strong knowledge of facilities maintenance and repair.
• Ability to perform minor building repairs in a safe and high-quality manner.
• Prior knowledge of HVAC Building Management System is preferred.
• Strong customer service skills when working with library patrons and employees.
• Computer knowledge, including the use of email, Excel, project tracking, payroll, and industry specific software.
• Ability to communicate building and maintenance requirements to non-technical staff in an easily understandable manner.
• Ability to work with minimal supervision.
• Ability to establish and maintain effective working relationships with fellow staff members, vendors, government personnel, and other service providers.

Working Conditions

• Working conditions for this role may vary widely depending on the project and weather conditions. Administrative work will be performed in an office setting, project work may include exposure to inclement weather conditions, and construction zones.
• Job requires walking, standing, sitting, bending, stooping, reaching, heavy lifting up to 50 pounds and other strenuous physical activities.
• Work includes exposure to chemicals and vapors, debris and dust, and other uncomfortable conditions.
• Regular communication with employees, vendors, outside building maintenance service personnel, and the general public.
• Cleaning chemicals, repair tools, custodial and other equipment and materials as required.
• Work hours may be varied.

EDUCATION, EXPERIENCE AND TRAINING

• High school diploma or equivalent required. Completion of skills trades program or technical education preferred.
• Experience with facility construction and repair work required.
• Prior leadership experience is strongly preferred.
• Demonstrated experience with managing and creating facilities budgets.
• Strong computer skills, including the knowledge of Building Manager Systems HVAC controls is strongly preferred.
• Knowledge of ADA requirements and OSHA safety standards/reporting strongly preferred.
• Ability to obtain and maintain a Michigan Driver’s License.

Benefits:

• Retirement offerings
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person