Agency Facilities Manager

San Mateo, CA - USA

Monthly Salary: $ 120 - 135

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Description

Position Title: Agency Facilities Manager
Program/Dept: Agency 100 Administration
Reports to: Chief Operating Officer (COO)
Classification: Regular Full-Time Exempt
Salary Range: $120k-$135kand Full Benefits Package

About Us: Caminar is a leading behavioral health organization that supports thousands of youths and adults across multiple counties in Northern California and the San Francisco Bay Area. With decades of experience since our founding in 1964 we provide comprehensive mental health and substance use treatment and wrap-around services delivered through evidence-based whole-person care. Caminars vision is to be a beacon of safety compassion and fulfillment supporting all those in our communities who need it most. Our mission is to build strength and stability through comprehensive mental health and substance use treatment delivered through evidence-based whole-person care.

Caminar values diversity. People of all races ethnicities countries of origin faiths abilities sexual orientations and gender identities are welcome here. To learn more please visit .

Position Summary: The Facilities Manager (FM) provides high level support to the COO and to the Operations and Compliance functions of the Agency. This role serves as liaison working collaboratively with the Finance and Accounting Human Resources and IT departments and well as with regional program teams and management. This position is responsible managing high visibility projects to completion providing timely and accurate information research follow-up and oversight.

Essential Duties & Responsibilities:

Provide active management of the Agency Facilities Management functions under direction of the COO. This may include but is not limited to:

Agency Property Lease Planning and Coordination

With COO identify forward plans for lease renewals and/or the need for program the event relocation is wanted complete research and collaborate with site management to develop requirements needs planning well in advance of lease term ends. If applicable work directly with contracted leasing agents to identify locations to pre-qualify.
Establish any new leasing partners in Caminar systems and assist site management in understanding lease rules and responsibilities.
Establish maintenance contracts if/as required under leases and establish those vendors in Caminar systems.

Facility Maintenance and Management.

Areas of responsibility include all buildings and grounds owned and leased by the Agency including the mechanical and electrical equipment in the buildings.

Conduct routine facility inspections of 18 owned and 14 leased facilities
Schedule annual 3^rd party CARF inspections of identified locations; meet with these and any other external inspectors and work with site teams and vendors to resolve any safety or functionality deficiencies in a timely manner
For all 3^rd party CARF audits collaborate with site/facility representatives and/or Managers to schedule and ensure readiness per CARF standards. Coordinate and monitor
Identify and qualify vendors to perform emergency routine and major repair & maintenance projects. Provide oversight for all projects ensuring material specifications and work performance meets or exceeds job and contract scope within budget established.
Develop a standard facilities home care package for owned properties to ensure regular maintenance work is budgeted scheduled and completed.
Implement help desk system to collect facility maintenance/repair orders to distribute work to qualified vendors.
Follow Agency policies and procedures for qualifying vendors specifying job scope and material specifications performing and analyzing competitive bids and managing projects within budget.
Prepare multi-year schedules for renovation retrofit and refurbishment projects considering systems lifespan and budgetary constraints
Regularly collaborate with facility staffs on maintenance repairs and safety needs
Annually collaborate with regional site management on fiscal year budgeting for facility needs

Facility Relocation / Facility Closeout

Play a lead role in preparing for the relocation of program services as relevant. Work collaboratively with program teams and management to identify space needs and space planners if/as necessary.
With COO liaise with new facility ownership and/or contractors on tenant improvements
Play a lead role in establishing a good and pro-active working relationship with all new facility landlords and property owners.
Assist site staff in understanding any rules/restrictions required by lease by code or by other oversight body.
Coordinate with IT to ensure safety and controlled access systems are in place for move-in and key control system is in place. Ensure key tracking and collection protocols are followed.
Plan the physical relocation with program teams identifying and contracting vendors to use in the process. Work with internal teams particularly IT to understand the move-related expenses that must be planned for in any facility relocation and facility closeout.
Coordinate move-in and move-out timing with the Business Operations Manager and the IT team to ensure service business accounts are established and closed out in a timely fashion. Communicate all changes timely to Accounts Payable
Coordinate and oversee any repair and maintenance work to be completed in facilities that will be vacated. Ensure timely return of security deposits to the agency.

Insurance Claim Matters

Serving as insurance liaison for all facility related damage ensuring timely notice to broker of accidents getting assessment of damage costs and coordinating repair work with approved vendors. Follow insurance claims through to completion keeping COO updated and Finance aware of incoming or outgoing payments pertaining to claims
Review track and summarize facility claim deductible and out of pocket expenses on a quarterly basis
Notify brokers of newly acquired or vacated facilities to ensure timely and appropriate property coverage. Maintain accurate location liability tracking files.

Performing other related duties responsibilities and special projects as assigned.

Qualifications & Skills:

Must be passionate about Caminars mission.
Proven experience as a facilities manager or relevant position.
Well-versed in facilities management best practices
Strong analytical/critical thinking
Excellent verbal and written communication skills
Excellent organization and leadership skills
BSc/BA in facility management engineer business administration or relevant field or experience is preferred.
Relevant professional qualification will be an advantage.
Must demonstrate acceptable level of maturity good judgment and emotional stability.
Problem solvingidentifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
Customer Servicemanages difficult customer situations responds promptly to customer needs and solicits customer feedback to improve service.
Oral and written communicationspeaks clearly and persuasively in positive or negative situations demonstrates group presentation skills and conducts meetings. Completes written correspondence and other formal communications skillfully and professionally.
Quality managementlooks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
Planning/organizingprioritizes and plans work activities uses time efficiently and develops realistic action plans.
Adaptabilityadapts to changes in the work environment manages competing demands and is able to deal with frequent change delays or unexpected events.
Dependabilityis consistently at work and on time follows instructions responds to management direction and solicits feedback to improve performance.
Safety and securityactively promotes and personally observes safety and security procedures and uses equipment and materials properly.
Must be a dynamic self-starter with demonstrated ability to work independently on special projects.

Physical Environmental and Mental Requirements:

Physical: Occasionally required to push/pull objects up to 50 lbs and to lift/carry objects up to 25 lbs. Frequently required to perform moderately difficult manipulative tasks such as typing writing etc. Must be able to walk stand sit for extended periods. Negotiate several flights of stairs during each work shift and maintain ability to carry boxes and/or bags weighing up to 25 pounds each into the facility.
Sensory: Frequently required to read documents written reports and plans. Must be able to distinguish normal sounds with some background noise as in answering the phone interacting with residents and staff etc. Must be able to speak clearly and understand/be understood using the English language.
Cognitive: Frequently required to concentrate on moderate detail with constant interruption. Must be able to attend to a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas several at a time. Must be able to remember multiple tasks/assignments given to self and others over a period of several days.
Environmental Conditions: Frequent exposure to varied office and mixed (residential/office) environments. Occasional exposure to toxins and poisonous substances dust and loud noises.
Equipment: Frequently required to use a computer phone and fax machine.

Special Requirements:

Must be able to meet and receive a criminal records clearance as required by Title XXII other licensing regulations and Caminar practices.
A valid California driver license reliable personal vehicle current personal auto insurance as required by law and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are all essential job requirements.
A personal cell phone with reliable service and if applicable a data plan to use for business purposes.
Must be able to pass post-offer pre-employment medical tests as required under State Community Care Licensing regulations and/or agency policies.

Weve Got You Covered

Medical Dental and Vision
Health coverage choices to fit you and your familys needs.A zero-cost option for employee only and generous contributions to employee and dependent premiums.

Flexible Spending Account
Receive tax savings on out-of-pocket health care costs.

Employee Wellness Program
Well reimburse you for a portion of your gym/fitness dues.

Life Long-term Disabilityand AD&D Insurance
Provided at no cost to our full-time employees. Includes an option to purchase additional life coverage for both employees and dependents.

Paid Time Off
We offer twelve paid holidays and a generous sick and vacation benefit.

401(K) Retirement Savings Plan
We offer options for both pre-tax and post-tax (Roth) contributions.
The plan also offers an employer match on eligible employee deferrals at one year of service.

Commuter Benefits
Commuting to work each day can be expensive. Receive tax savings on your commuting costs!

Employee Assistance Program
For whatever issue you might face our Life Assistance Program offers free confidential assistance at no cost to you.

Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time based on business need.This job description is subject to change at any time.

Caminar is a leader in providing innovative client-oriented mental health services.We are an equal opportunity employer.Please visit our web site at

Required Experience:

Manager

DescriptionPosition Title: Agency Facilities Manager Program/Dept: Agency 100 Administration Reports to: Chief Operating Officer (COO)Classification: Regular Full-Time Exempt Salary Range: $120k-$135kand Full Benefits PackageAbout Us: Caminar is a leading behavioral health organization that support...