St. Vincent De Paul of Baltimore has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to SVDP Human Resources Department for consideration.
ABOUT US
Join the St. Vincent de Paul Team, where what you do is much more than just a job—it's a cause. Our staff members are true partners in our mission to help those impacted by poverty achieve their full potential. Their job satisfaction comes from knowing that their work each day has a positive impact on people's lives. If you are the type of person who is excited and motivated by the idea of doing good for others, and our community, come join us! We are looking for high-energy staff members willing to share a commitment for our cause in a workplace filled with other caring people. We offer you a competitive salary, generous benefits, a culture where learning and growth is encouraged, a workplace where employees are highly valued and, most of all, an opportunity to be passionate about what you do every day. We are continuing to grow our organization and have many opportunities to be a part of our culture and make an impact within the community!
SUMMARY
The Facilities Manager is an administrative position responsible for overseeing the management and day-to-day operations of all facilities and physical assets across the organization. This position ensures that all buildings, grounds, systems, and equipment are efficiently managed, well-maintained, and compliant with health, safety, and environmental regulations. The Facilities Manager will work collaboratively with external service vendors as well as other internal departments to support the organization's overall goals to ensure a safe, productive, and sustainable working environment. The Facilities Manager develops and maintains policies, procedures and systems for effective management of building functionality, while creating an organizational culture centered around preventative maintenance. The Facilities Manager also manages building leases and contracts and provides oversight and support to facilities staff. Exercises fiscal oversight to achieve cost efficiencies and budget compliance.
PRIMARY DUTIES
Leadership & Supervision
- Monitoring and responding to all facility-related issues;
- Supervising facilities staff;
- Conducting regular facility walk-throughs and inspections, documenting conditions and preparing reports;
- Providing a schedule of all maintenance contracts with contract details;
- Ensuring that the facilities are prepared for inclement weather and equipment preventative maintenance;
- Creating and maintaining a facility profile for each site to identify operational, systems, and infrastructure details.
- Manage vendor relationships, including negotiating contracts and overseeing third-party service providers for cleaning, landscaping, security, and other facility-related services.
- Develop and implement a comprehensive facilities management strategy aligned with the organization's needs and growth objectives.
Project Management
- Lead or oversee facility-related projects such as renovations, relocations, expansions, or new building construction.
- Collaborate with internal stakeholders (HR, IT, Operations) to ensure that facility projects meet business requirements and timelines.
- Work with architects, contractors, and other external parties to ensure projects are completed on time, within budget, and according to specifications.
Vendor and Contract Management
- Develop, review, and negotiate service contracts with vendors, ensuring quality service delivery at competitive rates.
- Track service levels, monitor vendor performance, and resolve issues or disputes promptly.
- Creates detailed scopes of work and produces RFP's and RFQ's to identify contractors, and obtains multiple competitive bids and proposals for facility-related contracts, services, repairs, maintenance, supplies, and projects;
- Maintains an updated vendor list and seeks new vendors for optimal pricing;
- Engages in contract negotiations;
- Ensures and monitors Davis Bacon Wage compliance when required by funding source.
Planning
- Conducts building assessments, identifies facility needs, plans capital improvements, and takes the lead on the facilities objectives in the SVDP Strategic Plan.
Capital Projects
- Coordinates capital improvement projects, serving as SVDP Liaison and project manager, to include planning, bidding, contracting, and overseeing work and ensuring proper documentation is maintained.
Contracts/Leases
- Negotiates, reviews, and submits recommendations for approval for all facility related contracts and leases.
Budget Management
- Works with the Finance Department and Department Leadership to manage budgetary allocations related to facility repair and maintenance to ensure fiscal efficiencies, monitoring and management of expenditures to budget, assisting with development of facility budgets, and negotiating fiscally responsible leases and contracts;
- Ensures that repairs and project expenses are billed properly;
- Reviews and submits for approval both ongoing and one-time expenditures.
Insurance Claims
- In collaboration with the CFO, the Facilities Manager is responsible for providing information and/or communicating with the insurance adjustor to ensure that all facility-related claims are addressed in a timely manner. For claims that involve facility repairs, meets the adjuster and communicates and follows-up with the adjuster until the work is completed and the claim is closed.
SECONDARY DUTIES
- Maintains Work Order database system and ensures consistent use and reporting
- Ensures invoices are promptly entered into the agency billing system with proper coding and helps resolve payment issues for vendors.
- Develops and implements emergency preparedness plans and trains staff on procedures.
- Provides 24/7, on-call responsibility for facility-related emergencies.
- Monitors public safety notifications for emergencies and threats within proximity of SVDP facilities.
- Ensures staff are property trained for duties related to facility operations and facility safety procedures and practices.
- Participates in staff meetings and other meetings as requested.
- Upholds the mission and values of St. Vincent de Paul.
- Assists with and attend special events held by St. Vincent de Paul.
- Attends, and as necessary represents St Vincent de Paul in external meetings and events.
- Other duties as assigned within the scope of the position.
QUALIFICATIONS
- Bachelor's degree in Facilities Management, Business Administration, Engineering, or related fields.
- 6 years of experience in facilities management or operations, including at least 2 years in a leadership or managerial role.
- Proven experience in managing large, complex facilities with responsibility for budgets, operations, and team management.
- Strong computer skills with Microsoft Office Suite and experience with property management and/or work order software and other relevant applications.
- Ability to communicate effectively, both verbally and in writing.
- Skills in budget management strongly preferred.
- Knowledge of facility As-Builts, blueprints and floor plans.
- Highly organized.
- Desire and ability to work as a team player.
- A car and the ability to travel to meetings and SVDP facilities and a valid drivers license.