FACILITIES ASSISTANT MANAGER | Apply by February 12, 2025
POSITION SUMMARY
The Facilities Assistant Manager provides administrative and clerical support to the Facilities Management department. This role requires a proactive and detail-oriented individual who can manage multiple tasks simultaneously, prioritize responsibilities, and meet deadlines. Strong organizational, communication, and interpersonal skills are essential for ensuring smooth operations and effective collaboration within the team. The successful candidate will contribute to the efficiency of the department by handling administrative tasks professionally and competently.
DUTIES & RESPONSIBILITIES
- Work Order Management: Receive incoming work requests and input data into the Computerized Maintenance Management System (CMMS) to generate work orders.
- Dispatch Work Orders: Assign work orders to the appropriate technician or subcontractor as directed by the Facilities Manager.
- CMMS Data Management: Oversee the management and accuracy of data in the CMMS system, including generating reports, entering equipment data, and scheduling preventive maintenance tasks.
- Preventive Maintenance Coordination: Collaborate with the Facilities Manager to develop and build preventive maintenance scopes and schedules for tracked equipment and building components within the CMMS system.
- Subcontractor Insurance Management: Track and manage subcontractor insurance certificates, ensuring all subcontractors have appropriate, up-to-date coverage as required.
- Cost Tracking and Billing: Monitor and maintain records of labor, material, subcontractor, and equipment costs to ensure accurate billing.
- Staff Supervision: Supervise staff as needed to ensure that all facilities management operations are conducted efficiently and effectively.
- Additional Duties: Perform other duties as assigned to support the department and team.
QUALIFICATIONS
Minimum Qualifications:
- Education: High School Diploma or GED equivalent.
- Driver’s License: Valid Driver’s License with an acceptable driving record for the past three (3) years.
- Experience: Minimum of one (1) year of relevant experience in facilities maintenance or a related field.
- Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel), and Adobe Reader XI (ability to create and edit PDF files).
- Language Proficiency: Must be fluent in speaking, reading, and writing English.
Preferred Qualifications:
- Experience: Three (3) years’ experience in a Maintenance Technician role.
- CMMS Experience: Familiarity with Computerized Maintenance Management Systems (CMMS) is highly preferred.
- Time Tracking Systems: Knowledge of the ADP employee time tracking system is a plus.
- OSHA Knowledge: Basic understanding of OSHA rules and regulations, particularly in maintenance and construction.
- Facility Maintenance Knowledge: Experience in facility maintenance, including knowledge of construction materials, terminology, and supplies.
- Blueprints/Schematics: Ability to read and interpret blueprints, schematics, and related technical documents.
Working Conditions and Physical Requirements:
- Weather Conditions:
- Primarily Indoor: The majority of the work will be conducted indoors in an environmentally controlled setting, such as the museum’s facilities.
- Occasional Outdoor Work: While the primary workspace is indoors, the role requires occasional work outdoors, which may involve exposure to various weather conditions (e.g., heat, rain, cold, or wind).
- Noise Level:
- Quiet Environment: The noise level in the work environment is generally quiet, providing a calm setting for most tasks and activities. However, some maintenance tasks or operations could introduce temporary noise, depending on the specific equipment being used.
- Description of Environment:
- Indoor/Outdoor: The position involves both indoor and outdoor work. Occasional exposure to harsh weather conditions (e.g., extreme heat, cold, rain) may be required when working on outdoor maintenance tasks or when supervising external maintenance activities.
- Physical Requirements:
- Lifting and Moving: The employee must be able to occasionally lift and/or move up to 50 lbs. This could involve moving equipment, tools, or materials necessary for maintenance or repairs.
- Frequent Physical Activity: The role requires frequent physical activities such as:
- Sitting and standing for extended periods of time.
- Walking throughout the facilities to inspect equipment or supervise maintenance activities.
- Using hands/fingers for tasks such as operating computers, tools, or machinery.
- Climbing, stooping, kneeling, crouching, or crawling to access equipment or work in confined spaces.
- Sensory Requirements: The employee must be able to talk and hear clearly to communicate effectively with team members and management. Visual acuity is required for inspecting facilities and equipment, and the ability to taste/smell may be important for identifying issues (e.g., gas leaks or safety hazards).
- Carrying Weight/Lifting: Regular lifting and carrying of materials or equipment may be necessary to complete various tasks, including maintenance and repairs.
SUPERVISION:
The Facilities Assistant Manager reports to the Facilities Manager or other personnel as directed by the Executive Director.
GUIDELINES:
The Facilities Assistant Manager is to adhere to the policies and ethics of FAM at all times. Employee shall wear appropriate attire as per policy and asks for assistance on any matters or answers to any questions not covered by this job description.
SERVICE:
The Facilities Assistant Manager’s role is to work with the Facilities Manager to ensure the effective management and upkeep of the museum’s buildings and grounds, creating a safe, secure, and welcoming environment for visitors and staff.
QUALITY MANAGEMENT:
Looks for ways to improve and promote quality. Demonstrates accuracy and thoroughness.
ETHICS:
Treats people with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.
JUDGEMENT:
Displays willingness to make decisions. Exhibits sound and accurate judgment. Supports and explains reasoning for decisions. Includes appropriate people in the decision-making process. Makes timely decisions.
PLANNING/ORGANIZING:
Prioritizes and plans work activities. Uses time efficiently. Plans for additional resources. Sets goals and objectives. Organizes or schedules other people and their tasks. Develop realistic action plans.
We Are FAM
One Place, Many Nations
In one place, visitors experience the collective histories of 39 distinctive First American Nations in Oklahoma today. First Americans Museum shares the cultural diversity, history, and contributions of the First Americans.
FAM Land and Peoples Acknowledgement
First Americans Museum (FAM) honors the ancestors who lived here before it was Oklahoma.
We honor the indigenous people who inhabited these lands before the United States was established. They include the Apache, Caddo, Tonkawa, and Wichita. We also honor those tribes who have a historical relationship to this region, including the Comanche, Kiowa, Osage and Quapaw. We acknowledge the Muscogee (Creek) and Seminole who were once assigned the land upon which FAM resides.
Today, 39 distinct tribal nations reside in Oklahoma. We are as diverse culturally and linguistically as the nations on the European continent.
We are not in Oklahoma by choice. Many of our peoples were forcibly removed and relocated from the far reaches of the contiguous United States. After nearly 200 years, our histories and cultural lifeways are now interwoven into this landscape.
The Choctaw people call this land Okla Homma. Okla Homma means “red people,” the place we now call home.
Our National Story
Only a few tribal Nations were indigenous to what is now the State of Oklahoma. All others were removed from homelands across the contiguous U.S. to Indian Territory. In 1907 Oklahoma became the 46th state to enter the union. The state’s name comes from two Choctaw words “Okla” and “Homma” meaning Red People.
Our Mission
To serve as a dynamic center promoting awareness and educating the broader public about the unique cultures, diversity, history, contributions, and resilience of the First American Nations in Oklahoma today.
Our Core Values
RESPECT
Acknowledge and celebrate the worth of all peoples.
RECIPROCITY
Promote the mutual exchange of knowledge, ideas, and perspectives.
RELATIONSHIPS
Strengthen connections with our local, regional, and global communities.
RESPONSIBILITY
Educate the broader public and foster truth-telling.
PHYSICAL REQUIREMENTS:
Dexterity enough to use a keyboard and telephone; occasional lifting, carrying, pushing, and pulling up to 25 pounds; may be subject to extended periods of walking, standing, sitting, reaching, balancing, bending, kneeling, handling, feeling, climbing, and twisting; and vision, speech, and hearing sufficient to perform the essential tasks. Ability to travel outside the Oklahoma City vicinity from time to time via automobile and/or airplane. The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EQUAL OPPORTUNITY EMPLOYER:
First Americans Museum provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.