Facilities Manager

About Us

At Encompass Community Services we provide our community with a wide range of services related to family & social well-being, behavioral health, housing and more. Every day through these services we work to make health, education and housing more equitable for all people in Santa Cruz County. For more than 40 years our work has touched generations by helping people have access to education, rebuild relationships, restore their health and regain dignity.

About the Role

Primary role is the overall supervision of the three (2) person Maintenance Team, one (1) maintenance supervisor and coordination, administration and budgeting for maintenance needs for Encompass Programs and HUD properties. This includes but is not limited to planning for maintenance expenditures and implementation along with oversight and training for the Spiceworks maintenance module. This position includes responsibility for coordination and implementation of the Fleet Management Program for program sites along with coordination and communication with Directors, Program Managers and staff for program needs and information required for successful implementation and continuation of the Fleet Management Program. The Maintenance Manager duties will include working closely with the Property Analyst in coordination and administration of the other corporation’s assets including lease management, property maintenance, tenant management and other duties as assigned.

Responsibilities

I. Property Maintenance

• Direct maintenance team in and maintain systems insuring timely, accurate maintenance, repair, and periodic inspections.
• Direct and oversee daily property maintenance meetings and handling of daily work orders to team members.
• Direct PA team to ensure work order tickets are monitored and closed, supplies are ordered and vendors are scheduled when needed, Purchase orders and PV’s are processed weekly, intent to enter notices are done timely and the maintenance team daily schedules are completed daily.
• Oversee the preparation and coding of maintenance Purchase Orders, PV’s and Work orders.
• Monitor work orders that are in process and that have been closed using Spiceworks.
• Oversee the logging and tracking of all work orders.
• Schedule requests for maintenance with maintenance staff.
• Hire and coordinate outside vendors for tasks in-house maintenance staff cannot perform.
• Get bids and negotiate contracts for ongoing services such as janitorial and landscaping as well as for jobs over 10K.
• Schedule ongoing maintenance, such as weekly, monthly landscaping and cleanup of each site.
• Maintain accurate records of all work performed at all sites.
• Prepare and maintain an annual, semi-annual, maintenance schedule.
• Schedule and perform property inspections.
• Ensure all vendor work has been completed and the work has been done satisfactorily.
• Perform quarterly safety/property inspections at all Encompass program sites, report any non-compliance and deficiency issues to directors and follow through on ensuring all repairs are completed.
• Oversee timely preparation of apartments for rental.
• Oversee the Fleet Management Program.
• Training and communication with Encompass staff and program sites for Fleet Management procedures, inventory data and reporting needs and requirements.
• Prepare maintenance inventory data and work order history reports for analyst when needed.
• Direct maintenance staff in order to prepare sites for any anticipated agency reviews.
• Ensures all staff responds to tenant and staff requests or complaints in a timely, efficient and courteous manner.
• Promotes harmonious relations among tenants, staff, vendors and persons of the larger community.
• Responsible for after-hours emergency calls as needed and communication with Directors and staff when health and safety concerns arise.

II. Administrative

• Oversee the delivery of three day pay or quit notices, intent to enter notices, and all other written communication notices.
• Prepares the property update report, including all work performed that is over 5K, for the and all HUD board meetings.
• Prepares and reviews annual replacement reserve spreadsheets on all properties for the analyst and property manager to use when submitting annual budgets to funders for approval.
• Insure the maintenance key box is updated as needed and keys are logged correctly and secured.
• Maintain vendor files including issuing W-9s, insurance information and independent contractor agreements when applicable.
• Manage receipt tracking for business cards and Home Depot account for maintenance team and management.
• Direct and conduct safety maintenance trainings for the maintenance team.
• Member of Encompass Safety Committee.
• Oversight and overall supervision of SpiceWorks maintenance modules for work orders.
• Responsible for tracking maintenance success, employee training, employee reviews and annual merit based salary increases for the four (3) maintenance positions.
• Assists the Property Manager with Directors and Staff on County Lease Agreements.
• Responsible for oversight of the maintenance budgets and requirements associated with properties leased from the County of Santa Cruz and the bid process associated with leased sites.

III. Other

• Collaborate with on-site, maintenance and social service staff to create and strengthen a healthy community, facilitate communication and achieve property goals.
• Demonstrate ability to be a team player, maintain effective working relationships and communicate in a professional manner when dealing with fellow employees, outside agencies and clients.
• Evidence willingness to respond to staff needs and take direction from Property Manager.
• Exhibit ability to operate effectively in a culturally diverse workplace.
• Demonstrate willingness to be flexible with job duties according to the needs of Administrative Services.
• Abide by Agency policies and procedures.
• Other duties as assigned.

Qualifications

• High School Diploma or GED required
• 5 years of Maintenance Experience
• 1 year of Management Experience
• Strong Communication Skills
• Very strong computer skills required in MS Office
• Excellent written and verbal communication skills
• Strong organizational skills
• Ability to multi-task regularly and successfully
• Ability to handle stressful and/or fast paced periods of work, while keeping composure and maintaining appropriate task completion
• Criminal Record Clearance before hire
• Physical Exam / TB
• Bilingual English/Spanish is preferred

Pay

Salary: $70,000-$75,000

Benefits

• Full-time employees receive medical and dental insurance plan that ensures peace of mind for themselves and their families.
• Acupuncture and chiropractic coverage, embracing a holistic approach to health.
• 403(b) retirement plan, providing a foundation for a secure retirement.
• Competitive package of 11 vacation days, 15 paid holidays, and 12 sick days (pro-rated for part-time positions).