Facilities Manager

Job Description:

The Facilities Manager is responsible for overseeing all aspects of the campus and Children’s School physical plans, including maintenance, repairs, custodial services, groundskeeping, and building systems, ensuring the functionality and safety of facilities while adhering to budgetary constraints and supporting the academic mission of Pacific Oaks. This role requires strong technical knowledge, project management skills, and the ability to collaborate with various departments and community agencies. The incumbent must possess strong organizational abilities, proficiency with computers and other technology, excellent written and verbal communication skills, focused attention to detail and ability to follow-through on assigned projects.

This position is located in Pasadena and reports directly toOffice of the President.

Work Schedule: Monday - Friday (8:00 am - 5:00 pm). Schedule and shift are subject to change in accordance with the department’s needs.

ESSENTIAL FUNCTIONS:

• Plan, organize, and direct the work of consultants and contractors.

• Analyze problems, identify alternative solutions, and projectthe consequences of proposed actions.

• Develop, monitor, review, and manage College & Children’s School construction budgets.

• Represent PO at meetings with others regarding construction and remodeling of PO facilities. Prepare oral and written reports and recommendations.

• Manage office and classroom set-ups includingspecial events, workstation planning, ordering desk supplies, and furniture supplies.

• Maintain office efficiency by planning and implementing office systems, policies and procedures, layouts, and equipment procurement.

• Negotiate pricing and contract terms with prospective vendors, contractors, and suppliers for facilities projects.

• Make necessary purchases for the College including office and kitchen supplies.

• Ensure timely processing and distribution of mail, including daily collection/distribution of overnight courier packages andtimely ordering of all recurring and special purchases for the organization.

• Supervise Facilities personnel to ensure that general maintenance, custodial services, and minor repairs are conducted effectively at Pacific Oaks College and Children’s School.

• Collaborate with Pacific Oaks Children’s School Office Manager to ensure critical and seasonal facilities projects are planned and implemented effectively.

• Collaborate with the IT Supervisor to maintain office equipment such as copy machines, printers and fax machines to ensure they are in optimal working order, including management of vendor relationships.

• Manage the College security system including the badging process and security officer detail.

• Ensure facilities are maintained in compliance with all applicable safety, building, and fire codes.

• Act as the primary liaison with building management, cleaning services, and local vendors to maintain facility security and cleanliness.

• Serve as the primary liaison on all facilities matters, including ensuring that facilities are clean, well-maintained and secured; establish relationship with building management, cleaning crews and other vendors as necessary.

• Provide historical reference by coordinating on-site and off-site storage maintenance for retention, protection, retrieval, transfer, and disposal of records.

• Assist with the development and implementation of processes and procedures as deemed necessary to successful operations.

• Develop and maintain inventory controls where needed.

• Provide regular communication to the Office of the President and Finance Office throughproject plans, updates, discussions about challenges, and formulation of strategies and solutions.

• Work closely with the Finance Office on budgeting for capital and routine maintenance needs.

• Other duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS and ABILITIES:

• Excellent project management and supervisory skills required.

• Demonstrates sound work ethic and flexibility.

• Demonstrated ability to use independent judgment to plan and accomplish goals while collaborating effectively with others to achieve shared objectives.

• Ability and willingness to go above and beyond job requirements.

• Task oriented with capability to work independently.

• Excellent interpersonal skills and team building skills.

• Analytical and results oriented with record of decisions making and problem solving skills.

• Effective organizational, verbal and written communications skills.

• Strong time management skills.

• Proficient in using technologyand with relevant applications including MS Office.

• Ability to maintaina high level of accuracy in preparing and entering information.

• Demonstrates punctuality and adheres to appropriate attendance standards.

• Communicates with all members of the PO community openly, directly, promptly and constructively.

• Maintains a high level of professionalism and confidentiality with faculty, teachers, and staff.

• Demonstrated experience supervising custodial, maintenance, or facilities personnel.

• Must be able to walk frequently throughout campus buildings while executing and overseeing multiple projects at the College and Children’s School

• Must have the ability to drive a personal vehicle between Pacific Oaks College, Pacific Oaks Children’s School, and other local establishments or vendor locations, as needed. A valid driver’s license and reliable transportation are required.

POSITION QUALIFICATIONS:

• A minimum of 3-6 years of experience in Office Administration

• Bachelor’s degree required.

• Ability to work occasionally in the evenings and weekends.

Compensation & Benefits

This opportunity is budgeted at $72,000.00-79,200.00 base compensation. Additional compensation factors may impact total compensation. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

https://www.pacificoaks.edu/about/careers-pacific-oaks/

Pacific Oaks is an Equal Opportunity Employer.

Pacific Oaks participates in E-Verify and verifies identity and employment eligibility of all persons hired.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Pacific Oaks offers equal employment opportunities to all persons without regard to race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, in accordance with applicable federal, state and local EEO laws.