Job Description

Facilities Manager

The Facilities Manager is responsible for the daily operations, maintenance, and readiness of all Rainbow Village facilities. This includes overseeing service providers, maintaining compliance with government regulations, ensuring apartments are furnished and prepared for occupancy, supporting event space setup and takedown, and overseeing inventory and stockroom organization. The Facilities Manager will manage budgets, plan future facility needs, and uphold the highest operational standards to support Rainbow Village's mission.

Key Responsibilities

• Facility Maintenance and Operations
  • Conduct daily inspections of facilities to ensure functionality, safety, and cleanliness.
  • Schedule and execute proactive maintenance and repairs for facility infrastructure, including HVAC, plumbing, and electrical systems.
  • Ensure that apartments are thoroughly turned and prepared for new residents in a timely manner to minimize vacancy.
• Furniture and Apartment Preparation
  • Source and secure furniture to ensure apartments are fully furnished and ready for new resident move-ins.
  • Coordinate with suppliers to maintain a furniture inventory that meets Rainbow Village's quality and durability standards.
• Vendor and Service Management
  • Source, negotiate, and manage contracts with service providers, including cleaning, security, HVAC, plumbing, and electrical.
  • Maintain strong relationships with vendors to ensure reliable and cost-effective services.
• Event Support
  • Set up and take down event spaces as needed, coordinating furniture and equipment to meet event specifications.
  • Assist in the logistical planning and execution of on-site events to ensure smooth operations.
• Compliance and Safety
  • Ensure all facilities meet compliance standards and government regulations, including safety and accessibility codes.
  • Implement safety protocols, emergency response procedures, and hazard identification measures to protect staff and residents.
• Stockroom and Inventory Management
  • Maintain order and cleanliness in the stockroom and storage areas.
  • Conduct regular inventory checks of maintenance and cleaning supplies, ensuring adequate stock levels and efficient use of resources.
  • Coordinate with vendors to restock supplies as needed and manage inventory records accurately.
• Project and Budget Management
  • Manage facility budgets with a focus on cost efficiency and resource optimization.
  • Oversee facility improvements and renovations, from planning through execution.
  • Forecast future facility needs and develop long-term space and resource management strategies.
• Documentation and Reporting
  • Maintain accurate records and documentation for maintenance activities, inspections, compliance, and budget expenditures.
  • Utilize CMMS (Computerized Maintenance Management System) software to track facility operations, streamline processes, and ensure data accuracy.
• Team Collaboration
  • Collaborate closely with internal teams to align facility operations with organizational goals.

Core Competencies

• Technical Knowledge and Compliance
  • Strong knowledge of facility operations, building systems, and safety regulations.
  • Experience with CMMS or similar software is preferred.
• Leadership and Communication
  • Ability to build and maintain effective working relationships with teams, staff, vendors, and stakeholders.
  • Skilled communicator, capable of clearly relaying technical information.
• Time Management and Multi-Tasking
  • Ability to prioritize tasks and efficiently manage multiple projects.
  • Strong problem-solving skills, proactive approach to challenges, and keen attention to detail.
• Budget Management and Efficiency
  • Proven experience managing budgets and negotiating contracts to maximize value and operational efficiency.

Qualifications

• Education and Experience
  • Bachelor's degree in Facilities Management, Engineering, Business Management, or a related field, or equivalent experience.
  • At least 3-5 years of experience in facilities management, preferably in a nonprofit or residential setting.
• Certifications
  • Certified Facility Manager (CFM) or similar credentials are preferred but not required.

Work at Rainbow Village?

This position offers an opportunity to contribute to a mission-focused organization that supports families on their journey to self-sufficiency. The Facilities Manager will be essential in creating a safe, welcoming, and supportive environment for residents, staff, and volunteers.

Physical Demands/Work Environment

This job operates in a professional office environment, within the community, and at partnering organizations' locations. This role routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to speak and hear. The employee must frequently sit for extended periods, stand, walk, use hands and fingers, and reach with hands and arms. It requires lifting files, opening filing cabinets, and bending or standing on a stool as necessary. Travel and work outside regular hours may be required for meetings, presentations, training, and other events.

This job description is not intended to be a complete list of all responsibilities, duties, or skills required. It is subject to review and change at any time, with or without notice, to the employer's needs. Since no position description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the job holder's responsibility.

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