Administration - Facilities Manager

Puyallup Tribe of Indians•Tacoma, WA

18h•Onsite

About The Position

Under the general direction of the Tribal Member Services (TMS) Division Manager, the Facilities Manager will ensure all Administration buildings are safe, secure and functional. The position will be responsible for various facility capital improvements, project management, repair & maintenance and service contracts.

Requirements

Bachelor’s Degree in Building Science, Building Operations, Project Management or other related field from an accredited institution and four years previous work experience responsible for the technical day-to-day of building operations; OR a satisfactory equivalent combination of education and experience on a year-for-year basis as long as technical work experience in hands-on building maintenance and operations is demonstrated.
Intermediate computer skills with word processing, spreadsheets and database is required to be able to prepare reports and keep logs and maintenance records.
Ability to write operating procedures for facilities oversight systems, teach operators, and ability to evaluate their performance in determining best practice protocols.
Ability to schedule work with contractors, sub-contractors and service providers.
Sensitivity to working in a culturally diverse environment.
A strong working knowledge of codes, standards, OSHA, etc. required to operate a public facility.
Strong organizational and communication skills.
Ability to maintain a safe working and operating environment for staff, visitors, Tribal members and families.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedural manuals and grant applications.
Ability to write routine reports and correspondence clearly and informatively.
Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's and to calculate percentages.
Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to understand and mitigate risk independently and exercise good judgment in difficult situations.
Ability to define operating risks and developing mitigation plans of action written into Emergency Operating Procedures.
Must submit and be able to pass a criminal background check prior to employment and periodically after employment.
Must have and maintain a valid and unrestricted Washington State driver’s license and be insurable, and must sign a release of information to obtain a Washington State Driving Abstract.
Working knowledge of general building maintenance.
Must be able to maintain strict confidentiality.

Responsibilities

Initiates and manages contracts with vendors to provide preventative maintenance for Tribal Administration buildings including HVAC, elevators, fire protection, building renovations (interior & exterior), surveillance, property management and other related services.
Develops a working preventive maintenance system, work order system, and backlog of building repair and maintenance projects.
Actively participates on the Tribal Safety Committee.
Performs ongoing inspections of the buildings and grounds to ensure proper maintenance and occupant safety and makes improvement recommendations to the TMS Division Manager.
Cooperatively works with the Economic Development team, Finance and Administration by providing documentation and resources in support of their mission.
Coordinates with the Public Safety department and Safety Committee on emergency preparedness plans including fire evacuation, earthquake, Lahar and lock downs, for each building.
Assists with developing procedures specific to each campus.
Builds positive relationships with utility companies and service providers and maintains a list of “emergency” phone numbers for communications during outages, emergencies and disasters.
Assists with Requests for Proposal in a competitive bidding and evaluation process by coordinating, advertising and preparing requests for bids for improvements, upgrades, etc., for service and maintenance projects for Tribal Administration staff occupied buildings.
Approves payments to building utility service providers (electric, water, sewer, gas, storage, security, rentals) for recurring monthly recurring charges.
Processes project payments to contractors and vendors per contract terms and conditions for Managed Properties repair and maintenance work.
Ensures compliance with building health and safety standards and industry codes.
Coordinates tenant improvements and/or building repairs as needed.
Works with Tribal Directors to make modifications to provide efficient work spaces.
Performs project management objectives including tracking of tasks, assignments, deliverables, due dates, etc. and keeps all involved staff apprised of project status and progress.
Performs accurate assessments for repair and maintenance regarding utilities, foundation, site, and settlement issues in order to make qualified judgments of suspected problems, ranging from changes in comfort and functionality of all systems.
Works with various contractors to provide repair and maintenance work following applicable Tribal procurement standards.
Positively follows instructions, responds to management direction; takes responsibility for own actions; completes tasks on time and within budget and keeps supervisor apprised to status of projects.
Responsible for responding to all emergency calls regarding facility related issues.
Takes steps to minimize impact on daily operations.
Assists TMS Division Manager and Realty Director with inspections of new buildings and sites available for purchase/use by Tribal Administration.
Manage contractor and vendor relationships with the objective of building trust and confidence.
Continually communicates with TMS Division Manager on contractor and vendor performance.
Manage and review service contracts to ensure facility management needs are being met.
Generate and present regular reports and reviews of facility-related budgets, finances, contracts, expenditures and purchases.
Assists building’s maintenance staff with projects that are out of their scope.
Coordinates with building’s Lead Maintenance positions to assist with Tribal projects and repair and maintenance tasks, as needed.
Assists in developing and coordinating programs to meet organizational goals by providing facilities information and available services.
Performs other duties as assigned.
Carries out supervisory responsibilities in accordance with the Puyallup Tribe of Indians personnel policies and procedures, and all applicable laws.
Responsibilities include interviewing, hiring, coaching and training, and mentoring employees; reviewing employee time cards, attendance, and time-off requests; planning, assigning, and directing work; appraising performance; rewarding, recognizing and counseling employees; addressing complaints and resolving problems.
Assigns & coordinates repair services and maintenance work as required.