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JOB DESCRIPTION FACILITIES MANAGER
Candidate: VACANT
Hire Date: TBD- SPRING 2015
Department: Facilities
FLSA: Exempt Full Time Regular
Supervisor: Director of Programs and Services
Wage Compensation: Range $60-68K
NEIGHBOR HELPING NEIGHBOR
As one of San Mateo County’s leading agencies, Samaritan House is a community based volunteer driven nonprofit
organization working to meet the essential daily needs of more than 12,000 low income community members per
year. For the last 40 years our goal has been to improve lives, promote self-sufficiency and preserve dignity
through our supportive services. Our dedicated staff and volunteers lead the agency by striving for excellence,
leveraging community resources and implementing creative solutions for our community’s needs. We are proud
to provide our core services free of charge and practice dignity and respect in everything we do.
Our Agency offers excellent opportunities for individuals with proven strong, creative, results driven leadership
skills possessing excellent work ethic and integrity. We welcome individuals who are resilient, love working with
people of diverse backgrounds and seek to make a difference by helping us create a caring community helping our
neighbors in need.
Under the Direct Supervision of the Director of Programs and Services, the Facilities Manager is responsible for the
management and maintenance of all Samaritan House owned and leased buildings and grounds including oversight
and upkeep of equipment, vehicles and supplies.
Quality control is a large part of the job. Facilities Manager will ensure compliance with Agency and OSHA
regulations including any other federal, local and state governmental health and safety standards. This position
will plan, budget and schedule facility modifications and repairs ensuring agency buildings and grounds are
maintained including but not limited to daily, weekly, monthly and annual inspection, cleaning and maintenance
schedules; determine and schedule repairs, renovation projects, waste reduction improvement and safety/OSHA
inspections; review and analysis of capital projects ensuring contract and budget compliance as well as making
recommendations to Executive team members as needed.
This position manages a budget in collaboration with the Director of Finance; manages negotiations, service
contracts and work by outside service contractors and vendors for services, supplies and repairs within budgeted
expectations and agency protocols. This position has responsibility for both hands on work and oversight of third
party contracted companies for grounds keeping, cleaning, maintenance, repairs and vehicle maintenance. Work
with Volunteers and Staff as needed.
CANDIDATE QUALIFICATIONS
Preferred Education- High School Diploma required; Associate Degree or higher in Facilities Management or
related field preferred
Desired Certifications- CAL-OSHA and HVAC certifications
Samaritan House Facilities
Rev: Cg Mar 2015
Preferred Experience• Three to seven years of experience in Facilities Management, buildings and grounds maintenance,
facilities upkeep and fleet management or related fields.
• Two years of supervision experience which includes ability to coordinate and supervise independent c
outside service contractors.
• Project management/planning experience to include cost estimating, budget management, RFP
negotiation/contracts and scheduling.
Required Skills and Expertise in Property Management, Buildings, Grounds and Facility Maintenance• Excellent knowledge base of property management principles, procedures, and standards, as applied to
public facilities; knowledge of space and planning principles and procedures.
• Working knowledge with building and grounds life safety systems and mechanical systems; electrical and
plumbing systems, carpentry and other related areas.
• Strong attention to detail and the skill to deliver excellent and timely quality control services required
Preferred Safety and Risk Management Skills• Knowledgeable with the components of an Environmental Health and Safety Program, CAL-OSHA safety
standards and regulations and HVAC preventive maintenance practices.
• Knowledgeable with employee safety and disaster preparedness training requirements and delivery in
compliance with federal, state, and local regulations
• Understanding of MSDS statements, usage of HAZMAT products and ability to train other staff or
volunteers in safe use of potential hazardous or non-hazardous materials
Required Mechanical and Trade Skills –
• Know how to use various types of hand and power tools to directly perform mechanical repairs and
services
• (Know how to make various major and minor maintenance repairs that fall into the category of a typical
“jack of all trades” or “handyman” position. i.e. cleaning sewer lines as needed (snake drains))
• Preferred that candidate come with own tool kit. (?? CG checking legality of this)
• Familiarity with kitchen and health facility equipment is very helpful.
• Familiarity with vehicle maintenance is required.
Other Preferred Administrative Skills• Ability to conduct business within agency values and professionalism; exercise appropriate judgment and
decision making under normal and stressful conditions is required.
• Established ability to exercise all business with high integrity and ethics.
• Excellent Computer Proficiency- experienced with Microsoft Office Suite and Windows-based operating
systems; ability to learn new computer databases.
• Excellent organizational, multi-tasking and prioritization skills required
• Strong ability to analyze, interpret project and report financial data.
• Strong Communication Skills are required. Candidate must be able to consistently, regularly, effectively
and clearly communicate with Samaritan House constituents of various backgrounds.
• Must have excellent interpersonal, relationship building and leadership skills; excellent initiative and
ability to work independently and with teams; Solutions based approach to challenges; ability to identify
and resolve issues without direction when needed.
• Candidate must be able to regularly travel between the Agency’s various sites; valid driver’s license, good
driving record and a registered and insured vehicle required.
PHYSICAL REQUIREMENTS AND BACKGROUND CHECK
References will be conducted by Samaritan House prior to employment. Shelter staff will undergo back ground
checks. You must have the physical, visual and auditory ability to perform the essential functions of the job and
respond to any emergencies with or without reasonable accommodations. Work involves moderate exposure to
unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.
Regular physical effort required. Due to the nature of equipment issues, emergency response issues and life safety
function of Agency Operations, candidate must have the physical ability to occasionally lift and/or move heavy
equipment (approximately 70lbs.).
Samaritan House Facilities
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ESSENTIAL FUNCTIONS OF THE POSITION
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Facilities Management - Maintain building sites in accordance with all relevant building and safety
regulations; CAL-OSHA Compliance
Manage and perform building maintenance-Including but not limited to cleaning, painting, repairing
internal and external building areas and property owned and leased. I.e. offices, hallways, restrooms,
property exteriors including parking lot front entry area (specifically all facility areas). Perform minor
plumbing and electrical repairs as needed. Responsible for the day to day mechanical work at Samaritan
House facilities providing quick and responsive maintenance service to all constituents.
Supervise outside service contractors and vendors; monitor contracts for compliance and cost controls.
Manage facility expenses and budget lines by maximizing savings through strategic negotiations and
requests for proposals in accordance with proposal requisition procedures and practices. Work in
partnership with Director of Finance and or supervisor for work pertaining to purchasing, budgeting and
expense control.
Ensure projects and reporting are prioritized, monitored and completed timely within deadlines.
Develop and implement a facilities database system for organization, tracking and communications
ensuring communication of maintenance and repair updates. (i.e. a work ticket system keeping the
operations of the department transparent to all involved.)
Ensure a safe work environment by preserving the safety and cleanliness of all facilities at all times.
Manage and schedule daily, weekly, monthly, quarterly and annual maintenance activities which include
cleaning and repair inspections, as well as certification review and renewals.
Develop and implement an organizational preventative maintenance plan for all facilities.
Serve as the facility contact with relevant local, state and federal (government) safety agencies.
Facilities data management and tracking to ensure necessary data for environmental reporting along with
timely reporting submission for organizational and governmental entities.
Manage site property loss prevention activities; provide requested information and notification to
appropriate organizational leadership staff for the purposes of reporting to insurance companies or other
entities as needed.
Provide leadership to the Agency’s Safety Team to support related maintenance activities and appropriate
safety and accident/injury prevention training.
Responsible for the management of all assigned outside service contracts including but not limited to pest
management, elevator, fire alarm, burglar alarm, custodial, etc.
Manage relationships and serve as liaison between architects and general contractors during new
facilities construction, post-construction activities and renovation projects.
Develop, implement and maintain a facilities record keeping system and use expense control systems for
all supplies, tools and equipment in accordance with agency procurement and fiscal protocols. Prepare
purchase orders, invoice approvals, and budget documentation for all expenses relating to facility
maintenance and repair costs.
Determines furniture, interior decoration, and signage needs of facilities, coordinates with vendors,
donors and contractors, and ensures appropriate and timely installation.
Relationship Management and Property Procurement- Build and maintain relationships/ partnerships
with corporate entities and community organizations for the purposes of acquiring in kind and cash
donations and property.
Manage and maintain agency vehicle fleet (as of Feb 2015 -2 trucks and 2 vans).
Develop and manage an annual calendar for facility shut downs as needed (in partnership with program
directors/managers) and implement said shut downs for over all cleaning and upgrades to facilities.
Develop, implement and manage an annual safety/risk management training calendar ensuring staff are
trained annually in accordance with Risk Management and Human Resources policies.
Ensure compliance with fiscal policies, and Samaritan House facility, safety and risk management policies.
Lead and assist with facility and space usage planning in collaboration as needed with senior leadership;
advise administration on the application of institutional policy, regulations, and standards relating to the
management of physical resources and space.
Develop, implement and manage systems and procedures to establish and maintain facilities records.
Manage a flexible work schedule to accommodate the Agency’s operations which run 24/7. Be readily
available to manage and respond to any emergency that come up at any of our facilities/ property owned
or leased. Samaritan House mobile communication device will be provided.
Attend any internal or external meetings or trainings as needed or assigned. Represent Samaritan house
in the community in a positive and professional manner.
All other duties as assigned.
Samaritan House Facilities
Rev: Cg Mar 2015
APPLICATION
Interested candidates for this position will be required to submit a cover letter and resume to:
SAMARITAN HOUSE
Human Resources
4031 Pacific Blvd.
San Mateo, CA 94403
E-mail:
[email protected]
Via facsimile: (650) 294-4336
No phone calls, please! Samaritan House is an equal opportunity employer.
Because of the volume of applications Samaritan House receives, we regret we are not able to respond to
every applicant individually. If your skills and experience are a good match for this position, we will contact
you for an interview.
Samaritan House Facilities
Rev: Cg Mar 2015