DEPARTMENT: Facilities

SUPERVISOR: Chief Financial Officer

GENERAL JOB DESCRIPTION

The Property Manager plans, directs, and coordinates property operations, maintenance, and improvements of commercial office buildings, residential group homes, and leased program facilities. In cooperation with the CFO and professional property management companies, the property manager develops and executes the property maintenance, operations and capital budgets. Overseeing a facility maintenance and fleet team, ensures the ongoing safety, maintenance, repairs, and cleanliness of facilities and fleet. The property manager interacts with tenants, landlords, vendors, staff and the public and works closely with management to plan, execute, and oversee the expansion and realignment of programmatic and administrative space and capital purchases.

QUALIFICATIONS

Education:

Associate’s degree in management or related field required.

Other:

Minimum five years related experience managing multiple facilities. Math, reading, and writing skills sufficient to perform essential duties are required. Understanding of general mechanical, building maintenance, construction processes and techniques; ability to read blueprints required. Excellent customer service skills, strong organizational skills and the ability to prioritize and manage multiple projects is essential. Financial literacy and budgeting skills are essential and awareness of local property, real estate, and safety regulations are a plus. Interpersonal skills sufficient to interact with tenants, landlords, vendors, staff, and public required. Computer experience with Microsoft Excel and Word required. Driving record must meet safe driving standards as established by Agency’s insurance carrier and a valid Michigan driver's license is required.

DUTIES AND RESPONSIBILITIES

• Manage facility operations to ensure proper ongoing cleanliness, safety, maintenance, and capital repairs. Work with third party property management vendors as appropriate to communicate need for and status of construction projects, contractual services, and preventive maintenance.
• Work with Administrative staff to assess office/program needs. Assist with the annual completion of the Accessibility Plan.
• Ensure that periodic facility safety inspections and fire extinguisher inspections are completed timely. Accompany health and safety auditors, fire inspection contractors, licensing auditors, and building inspectors throughout the facilities. Maintain files of all inspections and evaluate and coordinate repairs and modifications recommended in inspection reports.
• Coordinate office expansion, renovation, redecorating, and space planning.
• Solicit and negotiate contracted services. Evaluate performance of contractual services including landscaping and snow removal, carpet cleaners, window cleaners, security guards, pest treatment, vending machine operators, horticulturists, [EB1] etc.
• Coordinate and oversee the purchase, assembly, and relocation of furniture and fixtures for multiple sites.
• Maintain relations with tenants in lease arrangements, work with assigned broker to advertise and market available space, and evaluate suitability of potential tenants
• Maintain relations with landlords and property management firms at leased program locations.
• Review facilities for unsafe conditions and oversee necessary corrections.
• Manage all aspects of Agency utilities (water, gas, electricity, refuse disposal) including working with the Purchasing Coordinator to procure services and oversee on-going delivery of services.
• Develop and maintain Standard Operating Procedures (SOP) for facility/safety related issues. Document procedures for critical job functions. Maintain necessary files needed for all audits.
• Oversee proper closing and securing of facilities as well as the maintenance of computer-based key entry and surveillance systems. Respond to alarm calls after hours as needed. Maintain alarm user lists with Alarm Company for all Agency facilities. Manage the procurement of and assess quality of guard service contracts.
• Oversee maintenance and repair of agency vehicles. Maintain, control, and monitor fuel card usage. Maintain fleet registration and procurement files for owned and leased vehicles. Manage records of vehicle usage, vehicle condition, and mileage to project estimated replacement date. Procure vehicles for Agency use. Assist with reporting accidents to insurance carrier.
• Monitor work order system to ensure all requests are addressed in a timely and satisfactory manner.
• Recruit, train, and evaluate designated staff. Complete written performance evaluations as required.
• Oversee the coordination and documentation of safety drills for all facilities.
• Serve on Agency committee(s) as appointed, which may include serving as Safety Chair and/or on the Committee of Safety Chairs.

WORKING CONDITIONS

Environmental conditions:

• Moderate noise (i.e., business office with computers, phone, and printers, light traffic).
• Ability to work in a confined area.
• Ability to sit at a computer terminal for an extended period.

Physical requirements:

• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard, reach, stoop, kneel, walk some distance around the property and facilities.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Light to moderate lifting is required.

Accommodation(s):

As appropriate and fiscally reasonable.

EXEMPT

This position is exempt from the overtime pay provisions of the Federal Fair Labor Standards Act.