Facilities Coordinator

JOB DESCRIPTION

Classification: Department Manager

Reports to: Assistant Director of Operations

Hours per week: 40

Salary: $55,000-$65,000

FLSA Status: Exempt

Benefits: Full

Summary: Plans, organizes and manages maintenance, renovations, construction projects, emergency management systems, cleaning, grounds upkeep, and management of department budget for all library locations.

ORGANIZATION-WIDE EXPECTATIONS

• Follows established Library and personnel policy, procedures and work standards.
• Attends work regularly, on time, and as scheduled.
• Exhibits welcoming, helpful, positive and friendly behavior to all patrons, staff and guests at all times in all communications formats (verbal and non-verbal).
• Maintains confidentiality of sensitive information.
• Regularly monitors Library communication venues including, but not limited to employee email, staff bulletin boards, library social media outlets and the shared staff electronic storage locations.
• Participates in meetings, conferences, continuing education, community engagement, and special projects as required by the Floyd County Library or as dictated by professional commitment.
• Addresses, or assists in addressing, issues and concerns related to the safety of Library staff and users as well as the security and maintenance of Library buildings and equipment.
• Actively assisting in the cleanliness and organization of service and work areas to assure an inviting public environment.

Essential Duties and Responsibilities

This specification lists the major duties and requirements of the job and is not all-inclusive.

• Plans, organizes, administers, reviews and evaluates the work of assigned staff and contractors.
• Recommends selection of staff; trains staff and provides for their professional development; administers corrective actions.
• Oversees logistics and projects related to courier deliveries.
• Develops and implements goals, objectives, policies, procedures and work standards for the department; departmental priorities for building maintenance.
• Develops, recommends and implements strategic plans.
• Contributes to the overall quality of service by developing and coordinating the work of the Facilities team and by reviewing, recommending and implementing timely feedback and setting procedures in collaboration with Executive Leadership as well as collaborating with branch and department leaders to meet facility needs.
• Creates, assigns, tracks, audits and closes planned maintenance work orders.
• Conducts inventory and places orders for parts/supplies as needed, assuring best price is obtained.
• Plans and implements facility projects including space, HV AC, Electrical, Mechanical, Plumbing, Parking lots, Landscaping, Snow Removal etc.
• Emergency response management, coordination, and completion utilizing Facilities Staff and/or outside contractors.
• Manages, evaluates, and coordinates annual Vendor/Contractor Service Agreements & Contracts.
• Oversee the RFP process for facility related projects working with Architectural and Engineering firms as needed for remodels, new construction, additions & equipment/systems selection and replacement; reviews bid specs and blue prints for commissioned work, assuring Internal Control standards are met.
• Monitors and tracks budget status to ensure budget compliance
• Maintains Work order/Planned Maintenance history; recommendations, monitors and reports on facility related projects system wide.
• Inputs purchase requisitions and invoices into finance system.
• Ensures compliance with local, state, and federal building and fire codes, as well as ADA, Boiler/Elevator and OSHA regulations.
• Manages day-to-day changes of the building management control systems to control HV AC and Mechanical systems.
• Maintains, compiles, organizes, and updates building prints.
• Communicates with Library management and staff; responds to and resolves inquiries and complaints.
• Analyzes building data, develops and reviews reports of findings, alternatives and recommendations.
• Assures Capital Assets are tracked and audited annually for Facility Department.
• Other internal and external special projects as needed.
• Promotes and supports the overall mission of the Library by demonstrating courteous and cooperative behavior when interacting with public and staff; acts in a manner that promotes a harmonious and effective workplace environment.
• Substitutes for Facility Team members as needed in their absences.

QUALIFICATIONS:

College, vocational certification or a field related to the work; AND five (5) years of experience in the construction, maintenance and repair of major commercial or public facilities; OR an equivalent combination of education, training and experience.

Required Knowledge and Skills

• Knowledge of general maintenance and cleaning schedules, plant operations, including electrical, plumbing, furniture assembly, ordering supplies, fire alarms, carpentry, minor remodeling projects, heating and air-conditioning, vehicle and equipment maintenance, vendor contracts, landscaping.
• Proven ability to understand and interpret technical specifications and instructions
• Organizing own work and work areas, supplies and record keeping; setting priorities and meeting critical deadlines.
• Experience in project management and the ability to balance multiple priorities
• Supervisory experience including hiring, training, coaching, goal setting and evaluation.
• Excellent oral and written communication skills.
• Accomplished computer skills and ability to learn new software and utilize new technology
• Proven ability to utilize building automation systems successfully resulting in energy savings for large commercial grade buildings
• Flexible work schedule, willing to work evenings and Saturdays and to be on call in emergencies and inclement weather.
• Proven leadership skills.
• Attention to detail and the ability to be proactive regarding all aspects of facilities management
• Flexibility and adaptability.
• Initiative, self-motivated, ability to accept and give direction.
• Ability to lead custodial staff and perform custodial duties as needed.

Required Certificates, Licenses, and Registrations:

Continued employment is contingent upon all required licenses and certificates being maintained in active

status without suspension or revocation.

• Valid Driver’s License.

ESSENTIAL REQUIREMENTS:

Ability to lift and carry 75 lbs. Average mobility needed. Ability to stand, walk, reach, bend, stoop, squat, kneel, crouch, crawl, climb a ladder and work in awkward positions.

CONTINUING DEVELOPMENT AND TRAINING

• Attends and participates in workshops, training sessions, and other meetings.
• Responsible for training all custodial staff for the purposes of ensuring that the library objectives are achieved.
• Attends all Staff Meetings, In-services and individual meetings with management team members.

New Albany-Floyd County Public Library is an Equal Opportunity Employer

Created 7/24/2014