The Facility Manager is responsible for directing and managing the team responsible for the day to day facility operations in MSH’s three U.S. offices in MA, NY, and VA. Responsibilities will include strategic planning and facility maintenance oversight related to MSH offices, reception, mail, and office equipment.
SPECIFIC RESPONSIBILITIES:
Facilities administration (30%)
- Coordinate administrative functions of the office.
- In conjunction with the relevant administrative staff, develop effective office procedures, including procedures for handling incoming and outgoing mail; visitor registration, announcement, and tracking; fax receipt and distribution; and intra-office notification of staff.
- Monitor office procedures and redesign systems as necessary.
- Provide regular communication to MSH staff on procedures and any associated changes.
- Supervise staff including the Receptionists in MA, VA, and NY. Supervisory responsibilities include, but are not limited to, meeting with supervisees on a regular basis to discuss issues, track work progress, provide guidance and support, and ensure consistent quality of work performed; conducting Performance Plan and Reviews; communicating, implementing, and assuring adherence to MSH policies, guidelines, and values; developing staff skills and knowledge; approving time sheets; and facilitating supervisee success whenever possible.
Property management (30%)
Serve as the in-house expert and reference person on all building leases.
- Assist the Sr. Director of Central & Shared Services, Chief Financial Officer, IS, and other relevant parties as necessary in determining what areas may not be in compliance with leases.
- Ensure that MSH and the Property Management companies are fulfilling their obligations and responsibilities under the leases. Make suggestions for improvement as appropriate in the event that lease reviews and or renegotiations take place.
- Works with managers, employees, and relevant property managers to determine space utilization.
- Oversee the use and maintenance of common spaces including the kitchen, conference, and common areas.
- Oversee administration of MSH employee parking in Arlington, VA.
- Facilitate and schedule maintenance and repairs for all leased locations, coordinating with landlords, property managers and outsourced service providers for FLS, electrical, HVAC, mechanical / plumbing, general maintenance, janitorial, building inspections, carpet cleaning and environmental services; obtaining certificates of occupancy and business licenses.
Security & safety (15%)
- Oversee building security for Medford, Arlington, and New York offices and ensure that emergency procedures are in place. Oversee administration the card entry system. Serve on relevant security and emergency preparedness committees.
- Administer the Automatic External Defibrillator (AED) program. Ensure that equipment is properly placed and maintained, that all required staff are trained in their usage and that viable, efficient, and effective medical emergency notification procedures are in place.
Equipment and office supply procurement and maintenance (25%)
Preferred:
- Master’s Degree or Bachelor’s Degree in finance/economics, business, management, or accounting with equivalent relevant experience.
- 8 years of progressively responsible experience in a facilities manager position preferably in a multi-location organization.
Knowledge and Skills
- Thorough knowledge of a variety of concepts, practices, and procedures within facility maintenance including management and coordination of a team.
- Planned, budgeted, and scheduled multiple projects including but not limited to interior / exterior improvements, construction, and expansions. Monitored vendor performance, schedule and budget, managing the project to make sure it aligns with MSH’s strategy and goals while identifying opportunities for savings.
- Experience in effectively supervising administrative personnel.
- Proficiency in Excel, MS Word, Access, and Solomon computer programs.
- Experience with USAID contracts, cooperative agreements, and other nonprofit funding agencies preferred.
Competencies
Physical Demands
- Keyboard use, pulling drawers, lifting papers <10 lbs.
EEO Statement
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national origin, age, veteran’s status, or disability unrelated to job requirements.
Reports To
Sr. Director, Central & Shared Services
PI93245552
Apply Here
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