This position is located in Norman area.Job Summary: The Director of Facilities and Fleet is responsible for all areas of facility/property management and maintenance of agency owned properties and fleet. This position will also serve as point person for leased properties including lease negotiations and problem resolution. Other responsibilities include service contract management, physical site security and safety, janitorial, grounds maintenance, vendor relations, and supervision of all employees responsible for facilities. This individual will have direct supervisory responsibilities for facility contractors.
POSITION SPECIFIC DUTIES & RESPONSIBILITIES: Facility Operations & Maintenance- Assists in the development of and ensures execution of all maintenance programs relating to the interior and exterior conditions and appearance of the properties, assuring the highest levels of quality at the best value.
- Responsible for communicating to all sites management approved standards and requirements for lobby, grounds, signage, offices, and common areas appearance and maintenance.
- Responsible for arranging installation of interior and exterior signage. Work with Communications Department for graphic design signage standards.
- Manage warehouse furniture and coordination of delivery.
- Responsible for ordering furniture, other office equipment, or other FFE as identified in keeping with established design elements of each site.
- Responsible for leadership of disaster recovery of physical plants at agency locations in coordination with executive leadership team.
- Work closely with CIO in matters pertaining to technology infrastructure in facilities.
- Prepare regular reports on facility operations, janitorial & maintenance for budgets and administration as requested.
- Manage all agency relocations, including securing bids with vendors; coordination of moves with managerial staff; arranging for packing and unpacking; and other related relocation tasks.
- Represent the agency with power utility companies. Periodically evaluate minimization of power consumption initiatives.
- Establish and manage agency wide recycling and other green initiatives.
- Oversee and coordinate the agency's medical waste disposal processes.
- Oversee staff responsible for ensuring proper conference room needs, resource scheduling and room setups are being completed in a timely fashion.
- Oversee all maintenance and upgrades of security systems with vendors.
- Oversee all agency storage facilities to maintain obstacle & hazard free areas.
- Responsible for oversight of seasonal decorating of agency owned properties.
Service & Vendor Contract Management- Negotiate, select, and manage all service contracts for facilities; vendor negotiation of service agreements and day-to-day monitoring of vendor performance. Work with the General Counsel on contracts regarding the same.
- Provide oversight of repairs and maintenance for all agency owned facility equipment including elevators, chillers, fire systems, parking lots, irrigation, lighting, heating and air conditioning, roofing, and other items.
Janitorial- Evaluate and serve as liaison with janitorial services vendors and make recommendations regarding appropriate solutions for agency needs.
- Manage janitorial staff and oversee vendors to ensure that all tasks are performed on a timely schedule.
- Centralize purchase of all janitorial supplies and cleaning equipment and maintain appropriate inventories.
Grounds- Ensure all leased and owned properties have arrangements in place for ice and snow removal.
- Ensure all owned properties have adequate grounds maintenance.
- Evaluate and oversee the replacement of landscaping and irrigation when needed.
- Work with Communications Department to coordinate all internal and external signage needs.
Lease Management- Serve as point of contact for all rented space, oversee and validate that all issues and problems are resolved satisfactorily.
- Facilitate lease negotiations for all rented space and work with General Counsel to finalize any lease agreements.
- Maintain current lease documents ensuring original resides with agency Controller.
Fleet Management- Responsible for managing fleet leases.
- Manage vehicle maintenance schedules to ensure compliance with established standards and timetables.
- Oversee the vehicle training and road test with all new operators of agency vehicles.
- Coordinate insurance coverage for authorized drivers of agency vehicles with the COO.
- Coordinate all body repairs to agency vehicles with staff, insurance carrier, and vendors.
- Coordinate all employee driving record verifications with Human Resources.
- Coordinate the purchase, lease, or retirement of agency vehicles with Program Managers and the Finance Department.
- Ensure best value for purchase of tires, gasoline, and auto repair.
Inventory Control- Provide for inventory control within agency established protocols.
- Provide for agency supply control at new facilities then throughout all facilities.
- Provide for effective use of basement space at Annex and Lapidus Center.
Employee Supervision- Supervise all facilities staff to assure quality work product and performance.
- Work with HR to assure any necessary licensure or certifications are current for all facilities staff.
Physical Security- Work with executive management to determine proper level of security at all sites.
- Retain security services for all owned buildings and other sites as needed for specific program.
- Create and manage plan for ensuring employee and visitor access to facilities is in compliance with agency policies, procedures, and protocols.
- Oversee acquisition of First Response Certificate for all sites.
Emergency response- Work closely with communication department to update, monitor and ensure leadership access to Emergency Response Team Manual
Site Safety - Leads and conducts quarterly safety meetings and any needed training with all Safety Officers.
- Works with COO and CCO to provide safety and security agency-wide trainings or updates as needed, but at least twice annually.
- Prepares quarterly Quality Improvement Report on Safety Committee activities.
- Ensures the fire marshal reports occur on yearly basis.
- Work with all agency building managers to ensure that security codes are changed on a scheduled and as needed basis and notify staff accordingly.
- Oversee Agency Safety program executed at each site by assigned Safety Officer.
- Provide annual risk assessment for physical site security.
- Ensure facility safety checklist audits are completed according to prescribed schedule.
- Works with CCO and the training department to assure training materials for safety and security are up to date and available for staff on the appropriate agency microsites.
QUALIFICATIONSEDUCATION:- Bachelor's degree in engineering, construction management, or related field
EXPERIENCE:- 7+ years of experience in property management of multiple facilities.
PERFORMANCE COMPETENCIES: - Communication
- Decision Making
- Engagement
- Initiative and Accountability
- Interpersonal
- Learning
- Organizational Alignment
- Quality of Work
KNOWLEDGE/SKILLS/ABILITIES:- Knowledge of building systems, mechanical systems, and landscaping/grounds maintenance.
- Knowledge of technical building infrastrucutre and code requeirements
- Ability to work with the public.
- Ability to maintain effective working relationship with agency employees.
- Ability to maintain a professional manner at all times.
- Ability to maintain confidentiality.
- Profecient in Microsoft Office Applications.
CERTIFICATIONS/LICENSES:- Must possess a valid Driver License and satisfactory driving record to use agency and/or personal automobile to travel to locations other than primary office.
SAFETY SENSITIVE JOB CLASSIFICATION:This job is classified as a "safety-sensitive" position as defined by the Oklahoma Medical Marijuana and Patient Protection Act. Due to the "safety-sensitive" classification, an employee in this position would be subject to drug and alcohol testing, including random testing. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children's Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.
