FACILITIES MANAGER | Apply by February 12, 2025
POSITION SUMMARY
The Facilities Manager (FM) is responsible for leading the Facilities Department at the First Americans Museum (FAM). The FM’s role is 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. This position involves overseeing a broad range of functions, including maintenance, repair, groundskeeping, custodial services, and general facilities management.
Key responsibilities include:
- Leadership & Staff Development: Directing and mentoring the facilities team, fostering a culture of safety, efficiency, and customer service.
- Operational Management: Overseeing the daily operations of facilities systems such as HVAC, plumbing, electrical, pest control, fire alarms, and unscheduled maintenance needs.
- Project Oversight: Supporting and coordinating major projects related to safety, emergency preparedness, environmental sustainability, and facility improvements.
- Budget & Resource Management: Managing the facilities budget, ensuring cost-effective use of resources for all facility-related needs.
- Maintenance & Safety: Ensuring the museum’s buildings and grounds are consistently well-maintained, secure, and compliant with safety regulations.
DUTIES & RESPONSIBILITIES
Personnel Management
Employee Training and Development:
- Oversee and manage employee training programs, including management, technical, safety, and Total Quality Management (TQM).
- Provide ongoing training and skill development opportunities for department employees to improve performance and capabilities.
- Ensure that employees understand their roles, responsibilities, authorities, and accountability within the organization.
- Regularly evaluate employee performance, offering constructive feedback, support, and development plans.
Team Leadership and Supervision:
- Lead, supervise, and direct a team of employees, ensuring that tasks are performed efficiently and to high standards.
- Develop and maintain a positive and productive work environment, encouraging teamwork and collaboration.
- Demonstrate professional skills in structuring activities, problem-solving, decision-making, and fostering effective communication within the team.
- Manage and direct the facilities staff engaged in predictive and proactive maintenance activities of the museum complex.
Planning and Control
Preventative Maintenance Program:
- Define and implement goals and objectives for the preventive maintenance and property management programs.
- Plan and coordinate routine and emergency repairs to ensure operational efficiency of the museum facilities.
- Develop and monitor performance metrics to track the success and progress of the maintenance and facilities management activities.
- Continuously review and improve performance by implementing changes to enhance processes and outcomes.
Budgeting and Financial Management:
- Develop and maintain a detailed annual budget for the facilities management department, ensuring proper allocation of resources.
- Regularly track and report on budget performance, ensuring that financial resources are used efficiently.
Safety and Compliance:
- Oversee and support the implementation of a comprehensive safety program, ensuring that all safety protocols are followed across the organization.
- Monitor and evaluate safety performance to maintain a safe and secure working environment.
- Ensure that the museum facilities comply with safety regulations, standards, and guidelines.
Performance Reporting:
- Provide regular monthly and annual reports detailing the performance of the facilities, including maintenance schedules, repair status, and budget updates.
- Track and report on the effectiveness of implemented processes, programs, and activities.
Facilities/Operational Management
Oversee Daily Operations:
- Directly manage the day-to-day operations of key facilities systems, including HVAC, plumbing, electrical systems, pest control, fire alarms, and other unscheduled maintenance needs.
- Ensure that all systems are running smoothly, with any issues being addressed quickly and efficiently.
Facility Maintenance and Improvement:
- Coordinate and support major projects related to facility improvements, safety, emergency preparedness, and environmental sustainability.
- Ensure that the museum’s buildings and grounds are well-maintained, secure, and fully compliant with safety and regulatory requirements.
- Supervise the use of the Computerized Maintenance Management System (CMMS) to track and manage maintenance tasks and schedules.
Staff Supervision:
- Directly manage the activities of up to a 9-person combined department, ensuring effective delegation of tasks, supervision, and ongoing support for staff members.
- Provide leadership to ensure that the facilities team performs efficiently, focusing on maintenance and operational excellence.
Other Management Responsibilities
- Event Support:
Assist with preparation and coordination of special events, functions, or promotions as needed, ensuring that facilities are ready and equipped for these events. - Ethics and Integrity:
Represent the highest standards of integrity and ethics in all business transactions and interactions, adhering to company policies and procedures. - Additional Duties:
Perform other duties as assigned by leadership, which may vary depending on operational needs or organizational priorities.
QUALIFICATIONS
Required Qualifications:
Experience and Knowledge:
- Comprehensive Predictive/Preventive Maintenance Knowledge: Deep understanding and hands-on experience with predictive and preventive maintenance techniques for facilities systems.
- Safety Management Experience: Strong background in safety protocols, accident prevention, and OSHA compliance. Experience in implementing and overseeing safety programs.
- Building Automation Systems (BAS) Experience: Familiarity with building automation systems, including the ability to operate, troubleshoot, and maintain BAS, including control systems.
- Minimum 5 years of relevant experience in property management or facilities management, particularly in overseeing maintenance programs, managing facilities teams, and maintaining operational systems.
- HVAC and Systems Management Experience: Experience in managing HVAC systems, including familiarity with boilers, heat exchangers, heat pumps, refrigeration systems, and direct digital controls (DDC).
- Computerized Maintenance Management Systems (CMMS) Experience: At least 4 years of experience operating CMMS software to track and schedule maintenance tasks, monitor performance, and manage work orders.
- Custodial Operations Management: Prior experience managing routine custodial services, ensuring cleanliness and upkeep of facilities.
- Financial Management: Experience managing budgets related to the operation, maintenance, and repair of facilities. Familiarity with cost tracking, reporting, and financial planning.
- On-Call Availability: Must be available for on-call duty, including 24/7 availability within the Oklahoma City area.
- Valid Driver’s License: Must possess a valid driver’s license with an acceptable driving record over the past 3 years (for eligibility under the company’s vehicle insurance policy).
- Fluency in English: Must be able to speak, read, and write fluently in English.
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 Manager reports to the Deputy Director or other personnel as directed by the Executive Director.
GUIDELINES:
The Facilities 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 Manager’s role is 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.