Facilities and Project Manager

Description

Job Title: Facilities and Project Manager

Department: Administration- Operations

FLSA Status: Exempt

Hours/Weeks: Full Year, Full Time

Hiring Range: $70,000.00 - $80,000.00

NEKCA Mission Statement:

To empower all generations in the Northeast Kingdom to grow, prosper, and thrive.

SUMMARY:

The Facility and Project Manager is tasked with the responsibility of ensuring all facilities are functioning optimally and overseeing the Facilities Department. This strategic and operational leader not only manages the upkeep of existing facilities but also plans for future development, adhering to legal and environmental standards, and supports the Senior Management Team in project management when large scale facilities changes arise. The position involves significant interaction with various state and regional departments and community partners to ensure grant compliance, workplace safety, efficiency, and sustainability which are integral to organizational success.

The Facilities and Project Manager is part of the Operations Team and reports to the Director of Operations.

ESSENTIAL FUNCTIONS:

• •Responsible for developing a long-term plan for the scheduling of maintenance and repairs of all NEKCA facilities
• •Point Person for high-level project and grant management that relate to facilities
• •Responsible for the supervision and prioritization of work assignments for the Facilities team.
• •Oversight and coordination of contractors for major facility renovation or construction
• •Negotiates and manages all building leases
• •Attend the Safety Committee and ensure all safety responsibilities of the Facilities Department are met
• •Ensures compliance with all legal, health, and safety requirements
• •Assist Procurement Specialist/Contract Manager in preparation of procurement documentation required for solicitation of competitive proposals for required services (waste collection & disposal, landscaping & maintenance, snow plowing/removal and fuel), for major facility improvements or renovation, negotiate and administer all vendor contracts
• •Works with intra-agency departments in preparation of annual budgets for all facilities, fixed assets, vehicles and equipment, orders equipment and supplies, as well as monitors inventory. Makes requests for capital expenditures as needed
• •Fleet & Fixed Asset Management

SUPERVISOR RESPONSIBILITIES:

• •Lead a work culture that fosters NEKCA’s Core Values in your work environment.
• •Develop a clear vision for the team's work and align it with NEKCA's mission and strategic goals.
• •Recruit, interview, hire, and train new staff.
• •Ensure timely and accurate time entries for all staff
• •Ensure timely and accurate submission of invoices, employee reimbursements, staffing changes, and credit card receipt submission
• •Review and approve transactions in a timely manner
• •Directly provides support and supervision of staff and programmatic guidelines, policies and procedures.
• •Conducts annual written evaluations of all staff that assess performance.
• •Handles discipline and termination of employees in accordance with NEKCA policy.
• •Facilitates professional development, training, and certification activities to ensure best practices.
• •Initiates appropriate action plans to ensure staff work in a safe working environment.
• •Actively listen to employees and stakeholders to address their concerns and input while leading staff to self-reflect and develop goals.
• •Provide constructive feedback and coaching to help employees grow and succeed.
• •Lead teams through periods of change and uncertainty.
• •Ability to make decisions and solve problems.
• •Manage budgets and resources efficiently while ensuring financial sustainability.
• •Collaborate and integrate across programs and departments.
• •Build and maintain relationships with community partners, stakeholders, and funders.
• •Understanding grant requirements and maintaining accurate files and records accordingly.
• •Ensure that NEKCA adheres to all applicable laws, regulations, and ethical standards.
• •Utilize reflective practices in support of staff as they work with participants.

DUTIES AND RESPONSIBILITIES:

• •Ensure documentation is maintained in compliance with NEKCA policies
• •Focus on safety while performing duties, using appropriate personal protective equipment as needed
• •Comply with NEKCA's procurement and bidding policies and procedures
• •Work with Program Directors in preparation of annual budgets for all owned and rented facilities

Core Competencies:

• •Must have excellent communication and interpersonal skills. Must be able to maintain good relations with participants, other staff, and members of the community.
• •Must have knowledge of basic computer skills and record keeping, including spreadsheet applications.
• •Proficiency in Microsoft Office products and database management systems.
• •This position is considered a mandated reporter.
• •Must be responsible, self-motivated, self-initiated, may need to work flexible hours (program dependent)
• •Demonstrate positive problem-solving skills in stressful situations.
• •Demonstrate the ability to work effectively as part of a team.
• •Demonstrate familiarity with, and sensitivity to the challenges faced by low-income individuals, and some knowledge of the community and available resources to address them.
• •Maintain confidentiality.
• •Complete all required trainings and professional development.

Core Values:

• •Demonstrate competency in all five areas of NEKCA’s Core Values.
• •Empower individuals to recognize and utilize their potential for growth and positive change.
• •Build and maintain strong relationships with the local community.
• •Involve community members in the organization's initiatives and decision-making processes.
• •Uphold ethical standards in all interactions with participants and the community.
• •Participate in self-reflection and self-care practices to prevent burnout.
• •Adhere to ethical guidelines and professional codes of conduct.
• •Maintain participant confidentiality and ensure participant safety.
• •Use clear, respectful, and professional language and behavior when communicating with participants, colleagues, and other service providers.
• •Demonstrate a genuine understanding of and care for the needs and feelings of participants or service users.
• •In person attendance required during scheduled hours as defined by your supervisor.
• •Be respectful and sensitive to participants’ unique situations and challenges.
• •Represent NEKCA in public and advocate for its mission.

WORKING CONDITIONS:

Work Schedule: Employees in this position may be required to work flexible hours, including evenings and weekends, to perform maintenance or repair work

Environment: Employees in this position work both indoors and outdoors, and may be exposed to various weather conditions such as extreme heat or cold, rain, or snow

Physical Demands: Employees in this position are required to stand, walk, climb, stoop, kneel, and lift heavy objects while performing maintenance or repair work

Hazards: Employees in this position may be exposed to hazardous materials or chemicals, and may need to wear protective gear such as gloves, masks, or goggles

Lifting and Carrying: Building and grounds personnel may be required to life heavy objects, such as equipment or building materials, up to 70 pounds

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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The responsibilities listed in this job description are intended to provide a general overview of the role and its expectations. While this description is comprehensive, it should not be construed as an exhaustive list of duties and tasks that may be required of the employee. The organization reserves the right to assign other tasks or responsibilities as needed, and this role's responsibilities may evolve in response to changes in the organiza