Transition Projects Inc Hiring for Facilities and Fleet Senior Manager Job at Portland, OR Full Time

POSITION SUMMARY

Starting Salary Range – $80,000 to $90,000

The Facility and Fleet Senior Manager oversees company properties and holds responsibility for repairs and infrastructure improvements. Manages and reports maintenance needs to owners and respective property managers for facilities that Transition Projects’ leases for operations. Manages equipment and property resources; oversees custodial contracts in partnership with the Chief Operation’s Officer; and serves as the liaison between the department, program managers, vendors, and contractors. Manages a small fleet of gas and electrical vehicles including installation and management of electrical charging stations, and emergency, routine and preventative maintenance to vehicles while ensuring health, safety, and compliance.

COVID Vaccine Mandate: Transition Projects has a vaccine mandate. Proof of vaccine must be provided at time of hire – OR you may seek a religious or medical exemption. Thank you for your support in keeping our employees, and those who we serve, safe.

GENERAL RESPONSIBILITIES

• Supervise staff – recruit, hire, orient and retain staff to help with overall retention goals.
• Set direction, inspire, and evaluate performance.
• Collaborate with agency leadership including directors, program managers, and contract managers.
• Make recommendations to modify space or increase capacity based on planned growth
• Facilitate discussion with the procurement manager to assure cost savings e.g., supplies, facilities, transport, etc.
• Develop and manage department goals.
• Draft policy for department and hold team accountable.
• Interpret and implement federal, state, and local safety ordinances, laws, environmental regulations, and requirements.
• Direct, monitor, and make needed improvements based on safety inspections (facilities and fleet) in partnership with the health and safety manager.
• Attend industrial trainings e.g., trends, development etc. and workshops to strengthen practice.
• Participate in annual budget development for department with finance and development
• Monitor and approve expenditures.
• Build partnerships and work collaboratively across teams to meet shared objectives and influence others.
• Intermediary with a third-party property manager at Argyle Gardens, Barbara Maher, and Clark Annex, and any future transitional housing requiring property management.
• Responsible for reporting findings and needs to the Board of Director’s housing committee for owned residential facilities.
• Deliver presentations to the executive team and board of directors as needed.
• Demonstrate team and willingness with a “yes” spirit to take on other duties as assigned.

Facility Management:

• Coordinate and schedule urgent, planned, and unplanned facility and fleet maintenance; manage logistics for vendors or property management.
• Direct procurement manager to source competitive bids over $10,000.
• Direct and oversee disaster drills and inspections of facilities and fleet monitoring with health and safety manager.
• Manage pest control and custodial contracts once signed by the CEO.
• Manage i.e., distribution and collection of key cards, keys, fobs, and security.
• Manage internal and external inspections to meet CARF standards.
• Coordinate Fire/Life Safety Alarm monitoring at related properties, including but not limited to, Clark Center, Clark Annex, Jeans Place, and the River District Navigation Center.
• Coordinate security with Knight Hawk.
• In partnership with leadership, procurement manager, information technology, and program directors coordinate change in facility, workstations etc.
• In partnership with contracts and finance, negotiate lease renewals 6 months in advance of expiration, submit property tax submissions, mitigate risk, and mediate disputes with property owners.
• Collaborate with health and safety manager to ensure proper security and safety measures for staff and workplace following CARF standards.
• Written approval of no contact request by program directors or health and safety manager.
• Submit quarterly maintenance reports to the continuous quality improvement and risk management committee along with plans for improvement.
• Prepare staff and facilities for severe weather.
• Attend quarterly managers meetings and report strengths and needs related to facility and fleet management.

Fleet Management:

• Manage and document Transition Projects’ fleet including security, utilization, repairs, annual maintenance.
• Direct procurement to secure pricing for additional vehicles as funders allows.
• Manage and maintain central records to track vehicle registrations, titles, and insurance. Upload the information to a SharePoint folder accessible by finance, human resources, and information technology within 30 days of hire.
• Monitor credit card usage for purchased gasoline / approve gasoline credit card request to finance
• Ensure all fleet members are safety trained.
• Reporting and recommendations to improve efficiencies.

MINIMUM QUALIFICATIONS:

• 3+ years’ experience in facilities and/or fleet management.
• Property lease management and applying for, and tracking, tax exemption status.
• Understanding of building maintenance best practices and procedures.
• Understanding of Occupational Health and Safety Standards for Industrial and Commercial Facilities.
• Strong planning, project management and organizational skills, including a keen attention to detail and the ability to juggle multiple tasks, work under pressure, and meet deadlines.
• Experience with the principles, methods, and practices pertaining to facility and equipment maintenance, and fleet management.
• Effective oral and written communication skills, problem solving skills, analytical, and decision-making skills.
• Strong customer focus and the ability to work with internal and external stakeholders.
• Self-driven with the ability to work independently, set priorities, and see projects through to completion using a project management tool.

PREFERRED QUALIFICATIONS:

• Familiarity with affordable housing with particular focus on permanent supportive housing and funding e.g., tax credit, other subsidies.
• Familiarity with Joint Office of Homeless Services Department (JOHS), the housing provider for Multnomah.
• Familiarity with CARF.
• Familiarity with congregate shelter facility management.

Transition Projects, Inc. is an equal opportunity employer and does not discriminate on the basis of race, color, religion, age, gender, sexual orientation, ancestry, national origin, citizenship, marital status, familial status, physical or mental disability, veteran status, genetic information, source of income, union participation or activities, or any other status legally protected by applicable local, state or federal law.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.