Facilities Administrator

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Job Summary: This position serves as the primary point of contact for all facility and maintenance issues.  The role supports and coordinates various tasks at all PSF locations related to facilities to ensure safe, well maintained facilities.  Responsibilities include care and maintenance of space and furniture/equipment; repair and maintenance projects; fire safety and emergency response programs, space planning and internal moves; and vendor management.  This position collaborates with management and other department team members to manage facility projects and requests with minimal impact on internal customers.  This position serves as the primary liaison with landlords to address any concerns or issues and assure compliance with lease agreements.

Position Title:                          Facilities Administrator

FLSA Designation:                  Non-Exempt

Salary Range:                          $32,000-40,500

Location:                                 Gainesville (Florida Farm Bureau Office)

Mission: To enhance the community’s ability to protect and nurture children by building, maintaining and constantly improving a network of family support services.

Vision: To be a recognized leader in protecting children and strengthening families through innovative evidenced-based practices and highly effective, engaged employees and community partners.

Core Principle:  To commit to accountability using outcomes to measure performance and improve practice.

Competency:  Commitment to ensuring accountability and a results-based orientation.

Core Function: Facility and Maintenance

  • Primary point of contact for all facility and maintenance issues.
  • Coordinates regular maintenance needs (per contracts, if applicable) including one-off repair and maintenance, space planning and special facilities projects.
  • Assures proper communication with property management, vendors and internal stakeholders.
  • Ensures physical space is maintained and in good repair by reviewing space and addressing needs for maintenance and general repairs identified personally or by clients or department staff.  This includes lighting repairs, carpet cleaning needs, janitorial needs, etc.  Incorporates follow up procedures to ensure all requests/needs have been completed to satisfaction.
  • Prepares necessary documents for facilities licensing.
  • Supports other facility needs/services which may include: customer requests related to facility (e.g. hot/cold, broken chair/office furniture, internal moves, light replacement), furniture/equipment inspections and repairs research, purchase of small replacement appliances or equipment and other misc. items.
  • Supports facility and vendor management by engaging/coordinating with vendors and proactively identifying, reporting, and helping facilitate resolution for issues/repairs.
  • Coordinate components of risk for business recovery, business resumption, contingency planning and crisis management including Disaster Recovery and COOP plans.
  • Assists in making sure PSF employees are educated and comply with department/facilities and building protocols and procedures.
  • Collaborates and trouble-shoots facilities related problems with external vendors and management in support of clients/office space
  • Fosters and builds positive relationships with internal team, clients, vendors and leadership in all functions at all levels, and communicates effectively and proactively, as needed.
  • Ensures all provided service/support is carried out and meets customers’ expectations consistently.
  • Coordinates other miscellaneous items including shredding and inventory.
  • Perform other tasks and special projects as required or as assigned by management team.
  • Proactively notifies employees of maintenance issues which affect them.
  • Keys: Coordinate issuing of keys, making copies and handle lock smith issues.
  • Copiers: Submit copier meter readings to our maintenance provider ZENO and coordinate maintenance and repair requests.
  • Supplies: Orders and tracks supplies for all PSF locations, order special request items, collect packing slip receipts for Finance.

Core PSF Principle: To respect the diversity of all children and families in the community

Competency:  Ability to lead and model diversity.  Respect for each person’s dignity, individuality, and right to self-determination.

Core Function: Lease Management

  • Develops and maintains professional relations, providing quality customer service internally and externally.
  • Explains lease agreements, rules, and regulations concerning the properties and office space allocation
  • Handles complaints and forwards information to appropriate landlord, tracks response time, and repair.
  • Ensures documentation is complete and prepares required reports in a timely manner.

Core PSF Principle: To respect the inherent dignity of children and families with permanency in mind.

Competency:  Ability to perceive and communicate with sensitivity and without judgement while respecting each person’s potential.  Command of the principles of permanency for children.

Core Function: Fleet Management

  • Develops and maintains professional relations, providing quality customer service internally and externally.
  • Manages PSF Fleet, leased vehicles, and fleet gas cards.
  • Develops, executes, and manages service agreements, service contracts, and related services.
  • Monitors mileage and service interval requirements.
  • Manages all required maintenance processes.
  • Manages and tracks service vendor invoices.
  • Attends meetings with vendors and other PSF meetings as required.

This list of essential functions is not intended to be exhaustive. Partnership for Strong Families reserves the right to revise this job description as needed.

Minimum Qualifications:

REQUIRED:

  • Associates degree from accredited college or university.
  • Three years of related work experience.
  • Proficiency in Microsoft Office including proficiency using Word and Excel.
  • Related experience may be substituted on a year for year basis for the required education.
  • Must have a valid Florida Driver’s License, have an acceptable driving record, and have access to reliable transportation.

Skills:

  • Ability to work independently and set priorities
  • Ability to maintain confidentiality of sensitive data
  • Strong interpersonal skills
  • Time management and organizational skills
  • Negotiation skills
  • Results driven
  • Analytical thinking and problem solving
  • Business acumen
  • Ability to speak, read and write English
  • Ability to work in a multi-task environment
  • Ability to extrapolate information from a variety of data and place in proper format

SUPERVISORY RESPONSIBILITY

This position supervises projects, vendors, contractors and subcontractors who complete the day to day activities associated with facilities and building management.

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and printers.

POSITION TYPE AND EXPECTED HOURS OF WORK

This is a full-time position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m. This position may require occasional long hours and weekend work.

Physical Requirements:

Sitting – 50%

Standing – 05%

Mobility (moving between internal offices) – 35%

Kneeling/Bending/Stooping – 5%

Reaching, overhead – 5%

Speaking – Yes

Hearing – Yes

Reading Comprehension – Yes

Ability to Lift and carry up to 40 pounds.

Travel

Same Day – frequent

Overnight – Infrequent

Weekend and Nights – Infrequent

Infrequent (2 to 3 times year)

Occasional (2 to 3 times Month)

Frequent (2 to 3 times Week)

PFSF is an Equal Opportunity/Affirmative Action/ Drug Free Work Place and does not tolerate discrimination or violence in the workplace.  Applicants requiring a reasonable accommodation as defined by the Americans with Disabilities Act, must notify the Human Resource Department at 1-352-244-1527.  Notification to the Human Resource office must be made in advance to allow sufficient time to provide the accommodation.

Drug Free Workplace: PSF maintains and enforces a Drug-Free Workplace program.  New employees are required to be drug tested prior to employment.  In appropriate circumstances, current employees may also be required to submit to drug and/or alcohol testing.  Information on the Drug-Free Workplace Policy is contained in the Employee Handbook and set forth in the Drug-Free Workplace Policy, both of which are available through the organization’s inter/intranet.

CLICK HERE TO APPLY.

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