Part of a nation wide family of Continuing Care Retirement Communities The Holmstad is seeking a Facilities Management Director. This position is responsible for overall leadership and direction of the Facilities Management Department. This comprehensive role includes maintenance, grounds, housekeeping, laundry, capital projects, refurbishing, security and fleet vehicles. This position assists administration in the strategic planning and accreditation processes as it pertains to the facilities and physical plant of the campus. In addition, this position represents the campus and provides oversight and coordination of some or all aspects of construction as directed by Covenant Solutions, supervising vice president or the executive director. The facilities management director is responsible for assuring compliance with all applicable local, state and federal statutes and conformance with campus safety programs.
NATURE AND SCOPE
This position reports directly to the Executive Director. The position is a management position responsible for planning, coordinating, implementing and assessing all areas of facilities management. This position requires the ability to collaborate with other campus departments to assure that the needs of residents are being met and that a pleasant working atmosphere is maintained. This position also requires the ability to assist with the direct workflow of the department to the extent that time permits.
The director is entrusted with the following responsibilities:
Organize and provide leadership for all services of the department. Assures effective operations and timely completion of department tasks for all department functions through direct supervision and planning activities.
Responsible for interviewing, hiring, training, evaluation, discipline and termination of all facilities management personnel in collaboration with administration and human resources.
Train, support, develop and establish annual goals and workflow for supervisors that report to the facility management director.
Develops and implements appropriate policies and procedures and trains and/or interprets them as needed for departmental staff.
Develop and manage a comprehensive campus preventative maintenance program for all campus facilities and equipment. Maintain record of repairs and replacement of campus equipment in conformance with CRC corporate protocols.
Direct the apartment-refurbishing program for new and existing residents working within the timelines established by marketing and administration. Coordinate work with outside contractors and in-house maintenance staff. Interact with residents, prospective residents, and various departments to assure that all requests get properly addressed.
Responsible for creating and maintaining the facilities management operating plan and campus capital allocation plans and function within the margins established.
Maintains campus buildings and building records in accordance with CRC policies.
Coordinate and manages an efficient high quality work request system for the campus through the use of the CRC standard facility management system and implementation of the corporate policies related to that system. Thorough and timely communication with the customer is expected.
Assumes leadership role in maintaining safety standards both within the department, and throughout the campus via the Safety Committee. Ensure safety standards within the department providing proper and thorough orientation and ongoing in-service training for staff in safety practices. Correct unsafe conditions and practices to the extent possible within the accountability of the position and report all other unsafe conditions to administration.
Maintain current maintenance service contracts and enforces quality and timely service. Contracts include but are not limited to; disposal, elevator, emergency generator, lawn cutting/landscaping/snow removal, life safety equipment, security and window cleaning.
Oversee inventory and controls use of supplies and equipment, and assures equipment is maintained in good working condition. Records and catalogs the specifications, warranties and details for all equipment on campus.
Review and authorize invoices by verifying receipt, coding with appropriate account numbers, securing approval signatures and forwarding to accounting in a timely manner.
Meets with individual staff to review and discuss job performance, goals and objectives in a timely, efficient and effective manner. Provides timely performance appraisals.
Provides updates and/or counsel to Covenant Solutions, supervising vice president and/or administration in regard to new construction or major renovation. Stays involved with projects, as assigned, to assure work completion and smooth operation.
Performs other duties as assigned.
CUSTOMER SERVICE STANDARDS and PERFORMANCE EXPECTATIONS
Covenant Retirement Communities esteems residents and employees and values each as members of the community. Co-workers, residents, residents’ family members, visitors, vendors and others with whom this position has contact are all considered our customer and are vital to the success of our organization. It is the duty of each employee, regardless of position, to perform to a level of customer service related to his/her position. The customer service expectations for this position are as follows:
Respond to requests and comments from residents and staff courteously, honestly and in a professional manner. Know capabilities of program to support events and special needs.
Understands and keeps up with all CRC standards, including state and federal requirements, and conducts safety in-services for all staff. Report residents’ change of health, physical or mental, to administration and/or residential nurse. Maintain complete confidentiality.
Routinely conduct tour of entire campus to identify areas that need attention in order to keep facility clean, safe, and inviting. Promotes the best possible conditions for safety for residents and staff. Takes initiative to present the campus appearance as competitive within our industry. Maintains presentable, professional and well-organized office and assures environmental services work areas are neat, well organized, safe and in compliance with state and federal regulations. Exemplifies campus dress code.
Listen attentively to residents and staff comment, to understand preferences and needs and graciously offer resolution when appropriate. Greet new residents within time frame defined by campus policy to establish relationship and explain function of department. Take time to fully explain how everything works in the apartment and ensures all residents’ questions are answered. Accommodate requests from other departments if submitted within agreed upon time frame, but willing to discuss flexible plans if last minute events arise.
Respond to issues in a timely manner. Utilize voice email and electronic communication to provide information appropriately. Check and process inter-campus mail daily and respond to all memos and written requests within time frame specified. If out of the office for more than one business day, an appropriate voice mail message will be recorded and an “Out of Office” reply will be set up through their e-mail account.
Must have experience as a senior level facilities manager, or similar, with a minimum of 5 years of experience. Prior supervision experience is required. Position requires general knowledge of building and maintenance procedures, including experience in dealing with electricity, plumbing, air conditioning, heating and ventilation, general carpentry, electronic and other related areas. General knowledge of construction, ability to read and interpret blueprints with a proven record of project management is necessary. Must have proficient computer skills to communicate and utilize management tools. Bachelors Degree with concentration in Facilities Management and/or Engineering required, significant managerial and leadership experience may be accepted in lieu of college course work. Certifications in related areas are highly desirable. Must communicate clearly in written and spoken English with all levels of residents, staff and management. Must demonstrate good interpersonal skills. The ability to show patience and compassion to senior adults is essential. Must have a valid IL driver’s license and a good driving record. A person in this position must be able to demonstrate good human relation skills. This requires the ability to manage a variety of tasks, organize and supervise work activity of others and effectively deal with building operations. The individual must also be able to motivate and direct staff in a variety of functions, and lead safety practices by example. This position on occasion may require availability evenings, weekends and holidays, and for oncall emergency needs. Individual must be aware of and able to support the mission of Covenant Retirement Communities.
Equipment used in performance of duties includes routine office equipment such as computer terminal, printer, fax machine, phone, calculator, etc. This position may use various maintenance tools and equipment, both simple and complex such as hammers, screw drivers, small power tools, etc. and the occasional use of vehicles including small passenger bus, mini van, car, truck, snow plow, etc. The director must have a good understanding of safe and proper use of ladders, scaffolds, hand and power tools, safety procedures such as “lock out, tag out”, and other safety procedures that may properly be expected within the facilities management departments.
For full time employees, we offer a generous benefits package that includes:
Medical, dental and vision insurance
Employer paid group term life and disability
Paid Time Off (PTO) & six paid holidays
403(b) with a 3% employer match
Various voluntary benefits:
Tuition assistance and scholarships
Employee assistance program
Legal services, home/auto insurance, discount purchasing program
Covenant Retirement Communities and CovenantCare at Home are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, or any other characteristics protected by local laws, regulations, or ordinances.
Job demands a variety of physical duties including office work, exposure to outside environment, unpleasant conditions, and occasional physical exertion. Considered light to medium duty work. Mobility is necessary to move about the facility and campus. This position requires occasional handling of generally lightweight to moderately heavy materials and the physical ability to use various types of office equipment as well as some small hand tools.