Facilities Operations Director

This position is responsible for the facilities operations function of the Credit Union which includes primarily the custodial and grounds maintenance programs, as well as general building, furniture and equipment, operational systems and equipment such as alarm and surveillance systems, and corporate vehicle maintenance. This position directs, supervises and supports the department staff assigned to this function. The position may also provide management assistance and consultation to the construction and remodeling of credit union buildings and properties. Under the direction of supervisor, this position will manage the operational repair and maintenance of assigned facilities, furniture, and equipment and may assist with the construction, modification, and improvement of assigned facilities with other department staff members. 

As a member of the Facilities Team, this position has a shared responsibility for ensuring that the development, construction, maintenance, operation, engineering, inspection, and management of ALL Credit Union space, property, buildings, grounds, equipment, furnishings, utilities, and associated systems is accomplished in a professional and excellent manner. This position will work closely with other staff members within the department to ensure that this objective is accomplished, as well as directs, supervises, and assists outside service personnel and vendors to accomplish the same. This position will not only make recommendations and coordinate with senior management in fulfilling assigned job duties but will also engage autonomously to direct and ensure the safe, clean, attractive and reliable function of Credit Union facilities & property.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Supervises and manages assigned staff to carry out the purpose of the Facilities Operations function.

a. Hires, trains, and supports assigned staff in their job duties.

b. Meets with and communicates regularly with those supervised to encourage and model a high level of performance and addresses deficiencies and needed improvements in a positive and professional manner.

c. Reviews and approves weekly payroll submissions for assigned staff.

d. Monitors work orders to ensure the timely tracking and completion by assigned staff.

e. Reviews and ensures that purchase expenses by assigned staff are aligned with budget parameters and department procedures. 

2. Directs the maintenance, upkeep, and daily operations of Credit Union facilities in a proper, professional, and efficient manner to ensure that all assigned functions are attractive, functional, safe, and secure. May assist with various projects as assigned.

a. Negotiates and executes approved contracts and agreements, subject to established department procedure, with outside vendors and contractors, for professional and technical services and support relative to the operational function of the department. Specifically takes responsibility for the custodial and grounds maintenance agreements to ensure that they are executed as agreed upon and to review the contracts on a regular basis to ensure market based pricing. 

b. Has responsibility to ensure the timely and proper upkeep and maintenance of the following operational functions: custodial program, grounds keeping program, parking lots and walkways, roof systems, building windows and doors, exterior building finishes, interior finishes such as wall, ceiling, and flooring finishes, building structural systems, elevator, and other assigned facility systems.

c. Purchases and maintains approved office furniture and equipment as assigned, which may include operational bank equipment such as vaults, safes, drive-up equipment, security equipment, surveillance systems, etc., and helps to manage the maintenance and disposal of furniture and equipment according to credit union needs, requests, and policies. 

d. Ensures that all buildings, furniture, and equipment meets appropriate building codes and standards to include ADA, OSHA, and other building code regulations. 

e. Conducts regular inspections of facilities and properties and assesses problems and needs.  Provides maintenance and repair recommendations.  Ensures that facilities are clean, well maintained, and in good repair.

f. Coordinates the operational and engineering functions and oversees development of effective preventative maintenance and regular maintenance programs for all facilities.  

g. Manages AND performs the maintenance, repairs, and alterations of buildings, grounds, and equipment.  

h. Ensures that all facility related functions are conducted in accordance with established policies and procedures, and managed within established budgetary parameters.

i. Provides emergency 24 hour on call service as required.

j. Under the direction of supervisor, and by assignment, will hire, employ, supervise, and monitor outside vendors for the completion of assigned work. 

k. Develops, maintains, and works within budgets for assigned work and receives, reviews, monitors, and approves all invoicing pertaining to all assigned tasks, projects, and maintenance functions. 

l. Provides inspection and monitoring of all work at all phases to ensure quality or workmanship and appropriate use of credit union funds and resources. 

2. Assumes responsibility for establishing and maintaining effective business relations with vendors, contractors, and trade professionals.

a. Serves as a liaison between the Credit Union and its vendors and contractors involved with the maintenance and servicing of Credit Union Facilities.

b. Maintains productive relationships with suppliers and vendors.

c. Ensures that the Credit Union's professional reputation is maintained.

3. Effectively coordinates with other department staff, stakeholders, and vendors, ensuring optimal performance.

a. Provides leadership through effective management, delegation, and communication.  

b. Shall conduct regular coordination meetings to ensure that personnel, stakeholders, and vendors are well informed of needs and issues, and to discuss areas needing addressed.

c. Trains, supports, and coordinates with department personnel and vendors, and provides assistance and feedback as needed.

d. Will conduct employee and vendor performance reviews.  

e. Assists in ensuring that staffing levels are appropriate.  Will take the lead role in interviewing, hiring, and supporting assigned personnel.

4. Assumes responsibility for establishing and maintaining effective communication and coordination with Credit Union personnel and with management.

a. Assists and supports branches and departments as needed.  Assists various personnel and the Facilities function with key purchasing processes.  Works with the Facilities and Security on coordinating facility/security related matters.  

b. Keeps supervisor informed and current on area activities and of any significant problems.  Provides recommendations to improve productivity, ensure quality and timely performance, and meet bottom line requirements.

c. Completes required reports, records, and other documentation as required.  

d. Attends and participates in meetings and committees as required.  

7. Assumes responsibility for related duties as required or assigned, to include the following.

a. Completes special projects as assigned and required.

b. Assists in preparing a part of the annual fiscal budget related to facilities management.

c. May assist in coordinating with appropriate vendors and employees in the installation and maintenance of exterior and interior signage permanently attached to real property.

d. Has responsibility for the corporate vehicles of the Credit Union to ensure that they are serviced and maintained in a proper and safe way and according to established process and procedures. Will work closely with the Facilities Office Manager and Facilities Engineer in this objective.

e. Assists in the monitoring, administration, and compliance with lease terms and conditions of tenants of the Credit Union. 

f. Position is to be available 24/7 to address emergencies after hours as needed.

g. Will perform other duties as assigned and relevant to overall job scope. 

PERFORMANCE MEASUREMENTS

1. Assigned staff are appropriately trained and supported. Assigned staff are efficient and perform well their responsibilities. 

2. Assigned facility systems are clean, well maintained, and in good repair.  Facilities meet Credit Union needs and standards and are maintained and improved as needed and directed.

3. Vendor, supplier, and contractor sources are effectively researched.  Low cost, quality, and reliable sources are developed.  Alternate sources are maintained.  Good working relations exist with vendors, suppliers, and trade professionals.  Inventory levels are appropriate, controlled, and accurately recorded.

4. Purchasing functions are conducted in accordance with established budgets, policies, and procedures.  Related documentation is complete and timely.

5. Ensures that facility related operations are in compliance with governmental regulations.

6. Vendors, contractors, and department personnel are well trained, effective, efficiently utilized, and kept current with accurate information as it relates to assigned responsibilities.  Assistance and support is provided as needed.

7. Effective working relations and coordination exist with all Credit Union personnel.  Support and assistance are provided as requested.

8. Supervisor is appropriately informed of area activities.

9. Assigned vehicle and work spaces are kept clean, tidy, safe, and functional, and assigned staff meet the same standards.

10. Assignments and projects are completed in a professional and timely manner.

11. Performed work and repairs by all Facilities staff are professionally completed in accordance with established standards and procedures.

12. A high standard of effective and efficient communication is maintained.

13. Works a regular and predictable schedule. 

14. Must be sufficiently fluent in English to process work and business transactions. 

QUALIFICATIONS

EDUCATION/CERTIFICATION:

• College graduate in Facilities or Construction Management or other related field, or an equivalent number of years of applicable work experience.

• Utah Driver’s License.

• Bondable.

• Preference may be given to one holding a General Contractor’s license or equivalent experience.

REQUIRED KNOWLEDGE:

• A practical understanding of purchasing policies and procedures.

• Familiarity with sources of vendors and suppliers and experience working with outside contractors.

• A professional understanding of building maintenance, repairs, and construction procedures.

• Knowledge of building codes and governmental regulations.

• Ability to effectively use computer spreadsheets, word processing, and other standard business and construction related software. 

• A clear understanding of managing people, organizational structure, and processes in a multi-site environment. 

EXPERIENCE REQUIRED:

• Fifteen or more years of related experience in facility maintenance, construction, and operations.

• A minimum of ten years of supervisory experience required.

• Experience managing facilities under remote circumstances. 

SKILLS/ABILITIES:

• Strong planning and problem-solving skills.

• Well organized and able to handle complex scheduling functions.

• Excellent supervisory abilities.

• Solid communication and negotiation abilities, and ability to work with diverse groups of people and organizations.

• Able to skillfully operate PC, calculator, drill, saw, snowplow, salt/sand spreader truck, and all related machinery.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

CLIMBING: Includes ladders, scaffolding, ramps, poles, etc.

STOOPING: Bending downward and forward at the waist.  Requires full use of lower extremities and back muscles.

KNEELING: Resting on knee or knees.

CROUCHING: Bending downward and forward at the leg and spine.

REACHING: Extending hand(s) and arm(s) in any direction.

STANDING: For extended time periods.

WALKING: Especially for long distances.

PUSHING: Using upper body to press against something with steady force.

PULLING: Using upper body to draw, drag, haul, or tug objects.

LIFTING: Occurs frequently and requires substantial use of upper body and back muscles.

FINGER DEXTERITY: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.

GRASPING: Using fingers and palm on an object.

TALKING: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.

AVERAGE HEARING: Able to hear average or normal conversations and receive ordinary information.

REPETITIVE MOTION: Movements frequently and regularly required using the wrists, hands, and/or fingers.

AVERAGE VISUAL ABILITIES: Average, ordinary, visual acuity necessary to prepare or inspect documents or products, or operate machinery.

PHYSICAL STRENGTH: Medium work; exerting up to 70 lbs. occasionally, and/or up to 30 lbs. frequently, and 10 lbs constantly.

WORKING CONDITIONS

Worker is subject to changing inside and/or outside temperatures which may include extreme heat (temperatures above 100 degrees) or extreme cold (temperatures below 32 degrees).

Works both inside and outside.  Subject to weather.

Must work under hazardous conditions including high places, chemical exposures, electrical current, moving machinery, exposure to blood, etc.

Frequent local travel.

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

REASONING ABILITY: Ability to deal with a variety of variables under only limited standardization.

Able to interpret and develop various instructions.

MATHEMATICS ABILITY: Able to perform basic math skills and to use decimals to compute ratios and percents, and to draw and interpret graphs.

LANGUAGE ABILITY: Ability to use passive vocabulary of 5-6,000 words; to read at a moderate rate; define unfamiliar words in dictionaries for meaning, spelling, and pronunciation.  

Ability to write complex sentences, using proper punctuation, and using adjectives and adverbs.  

Ability to communicate in complex sentences; using normal word order with present and past tenses; using a good vocabulary.

INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.  They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions.  Well constructed job descriptions are an integral part of any effective compensation system.  

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included.  Peripheral tasks, only incidentally related to each position, have been excluded.  Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions.  In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive.  Additional functions and requirements may be assigned by supervisors as deemed appropriate.  

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals.  However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts.  The organization maintains its status as an at-will employer.  Employees can be terminated for any reason not prohibited by law.