General Position Summary: The Facility Manager is responsible for the efficient, effective, and safe maintenance, renovation, operation, and security of the parish/school equipment, grounds, and facilities, including rectories. The Facility Manager manages life safety systems, alarm systems, energy management systems, and the event scheduling system. This management is a part of the stewardship of Sacred Heart Catholic Church that she might fulfill her mission to proclaim the Gospel for the sake of the salvation of souls and the glory of God. In consultation with the Pastor and Business Manager, the Facilities Manager directs and oversees all projects for maintaining and improving the facility. This position supervises one or more Facility Assistants, custodians, contractors, and volunteers.
Principal Accountabilities
- Ensure the integrity and operation of the mechanical and cosmetic aspects of the parish properties are intact and always properly functioning. Plans, coordinates, and maintains all electrical, mechanical, plumbing, and HVAC systems with ongoing preventative maintenance programs and upgrades. Ensure all maintenance activities meet regulatory, safety, and health standards including but not limited to lighting, fire and safety equipment.
- Collaborate with the pastor and principal in developing a comprehensive plan to address the operational and maintenance needs of the parish property. Oversee any renovations, refurbishments, and building projects. Serve as the first point of contact for all facility management projects. Obtains bids and contracts for work not performed by staff. Consult with pastor and decide which bid would best benefit the property. Coordinate, manage, monitor, and oversee contracted services for security, grounds keeping, pest control, custodial, and any other maintenance or installation services for the church and rectories to ensure facilities and rectories are properly maintained. Supervise all contractors on property, including custodial workers. Ensure vendor service quality is professional and contract terms are fulfilled. Ensure all projects are satisfactorily completed before submitting payment requests.
- Complete minor repairs where needed on the electrical, mechanical, and plumbing. Complete minor repairs including but not limited to doors, ceiling tiles, furniture, fixtures, minor equipment, and small appliances.
- Manage utilities, understand and operate various systems including but not limited to life safety systems, alarm systems, and energy management systems. Schedule utilities in energy management system.
- Ensure facilities are secure and safe at all times. Inspect all areas of the facility, parking lots, and grounds on a daily basis. Identify and address safety issues. Ensure fire exits and evacuation procedures are properly documented and displayed. Know and understand these exits and procedures. Manage the assignment of keys and key fobs to the facility.
- Maintain a file system for contracts, projects, inventory, blueprints, vendor information, warranties, and service schedules. Ensure insurance certificates for service providers and users of the facility are current, meet diocesan requirements, and are kept on file. File all necessary documents for insurance claim purposes.
- Facilitate event scheduling system (oversees the use of the system). Prepare facility for scheduled events before 7:15 am (6:00 am on Saturdays). This includes but is not limited to ensuring rooms are unlocked, set up, and air temperature is suitable for duration of scheduled events. Become familiar with the weekly schedule and who will be using the facility.
- Deal with emergencies as they arise. Respond to facility alarms, alerts, and system failures. Determine the most expedient methods of contacting police, fire and other protective services. Serve as emergency contact for these services and other facility emergencies. Maintain list of emergency contacts.
- Recruit, supervise, train, motivate, and schedule all maintenance personnel. Establish and maintain training requirements for maintenance personnel. Coordinate the opening/closing of the parish facilities.
- Plan and develop the budget for the facility on a timely basis, working with the business manager, pastor and principal. Monitor and manage expenses throughout the year. Ensure all invoices are checked against the contracts and orders and turned into the Business Manager on a timely basis. Maintain and purchase an adequate inventory of custodial, maintenance, and operational supplies and furnishings. Purchase and rent equipment as needed. Keep updated inventory list and video of church, rectories, furniture, equipment, mechanical and maintenance areas.
- Work with staff to schedule construction, repairs, etc. to minimize impact on daily operations. Alert staff of any construction, alarm testing, or contractors on property.
- Participates in staff meetings.
- Responsible for all other projects, tasks, etc., as assigned.
Working Conditions And/or Physical Requirements
- This position requires on call availability 24 hours/7 days a week. Required to work some nights and weekends.
- This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding business needs, tight deadlines and heavy workloads.
- Some general ability to navigate computer software
- Lifting: Safely lifting 35 lbs. on a regular basis, 50 lbs. on an occasional basis.
- Balancing: Maintaining body equilibrium to prevent falling when walking, standing or crouching on narrow, slippery or erratically moving surfaces.
- Standing: Particularly for sustained periods of time.
- Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
- Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand or arm as in handling.
- Grasping: Applying pressure to an object with the fingers and palm and being able to turn a key and doorknob, and operate work tools.
- Communicating: Expressing or exchanging ideas by means of the spoken word. Conveying detailed or important spoken instructions to other workers accurately, clearly, and quickly.
- Repetitive Motions: Substantial movements (motions) of the wrists, hands, and/or fingers.
- Visual Acuity: Close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a security alarm or computer monitor; expansive reading; visual inspection involving small defects, small parts and/or operation of machines; using measurement devices; and/or assembly of fabrication of parts at distances close to the eyes. Visual acuity to determine the accuracy, neatness, thoroughness of work assigned (i.e., custodial, general labor, etc.). or to make general observations of facilities or structures (i.e., inspection, etc.)
- Climbing: Ability to ascend and descend ladders (including 6', 8', 12', 25' and roof hatch ladders), stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized.
- Stooping: Bending body downward and forward by bending spine at the waist.
- Kneeling: Bending legs at knee to come to a rest on knee or knees.
- Crouching: Bending the body downward and forward by bending leg and spine.
- Crawling: Moving about on hands and knees or hands and feet.
- Reaching: Extending hand(s) and arm(s) in any direction.
- Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
- Pulling: Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion.
- Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
- Hearing: Perceiving the nature of sounds at normal speaking levels or with correction. Ability to receive detailed information through oral communication, and make fine discriminations in sound.
- Ability to exert up to 50 pounds of force occasionally and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
- Ability to safely handle drill motor and all hand tools.
- Ability to repair minor equipment, change filters on all AHU and AC equipment, replace all lamps and ballasts in lighting fixtures
- Must be able to read and understand blueprints
- Must be personable and able to effectively communicate and work with staff, contractors, and volunteers.
- Must be able to converse intelligently with sub contractors from all phases of building maintenance.
- Must maintain a valid Driver’s License and auto insurance meeting diocesan minimum requirements
Travel Requirements: Limited travel required for training, purchasing supplies, and maintaining facility and rectories.
Education And Experience Preferred
- Minimum 3 years building maintenance experience
- High school diploma or equivalent.
Knowledge And Skills Preferred
- Active member of a Roman Catholic parish faith community
- Knowledge of various electrical, mechanical, plumbing, HVAC, life safety, and building systems
- Ability to diagnose and perform minor mechanical repairs
- Good mechanical aptitude and familiar with construction
- Working knowledge of Microsoft Office (Word, Excel, Outlook), building energy management systems and event scheduling systems, office practices, record keeping techniques, file practices
- Knowledge of cleaning/janitorial equipment and supplies and their safe use and storage
- Excellent communication skills and ability to clearly express or exchange ideas by means of the spoken word. Must be personable and able to converse intelligently and work effectively with contractors, parishioners, and staff.
- Ability to effectively lead and coordinate the activities of staff, contractors, and volunteers
- Ability to honor and maintain confidentiality
- Ability to self-motivate, manage responsibilities, and work independently
- Ability to organize, prioritize, and utilize effective time-management techniques.
- Positive attitude, personable, ability to work effectively with all types of people
- Skill in critical thinking and planning
- Ability to work flexible hours and address emergency calls, including weekends and evenings on an as-needed basis. Ability to work in various climate conditions.
- Must have a valid driver’s license and auto insurance meeting diocesan minimum requirements and the ability to use one’s personal vehicle for business travel.
