Facility Manager

DePaul University•Chicago, IL

7d•Onsite

About The Position

The Facility Manager oversees the daily operations that keep campus buildings clean, safe, and comfortable. The role schedules and supervises in-house custodial staff, oversees contracted cleaning services, and uses Planon, the University's IWMS, to manage workflows, inspections, preventive maintenance, and operational reporting. The Facility Manager also manages assigned operational and capital projects, primarily involving vertical transportation and building envelope systems, from bidding through closeout, including punch list completion, warranty follow-up, and departmental moves. The position manages supplies, equipment, standing purchase orders, and custodial, elevator maintenance, and waste removal contracts; assists with related Loop Campus budgets; ensures procurement, safety, and regulatory compliance; and aligns daily operations, projects, and reporting with the Climate Action Plan. The Facility Manager is on call 24 hours a day, 365 days a year to lead emergency response and coordinate snow removal and other urgent matters, except during approved leave.

Requirements

Bachelor's degree in architecture, engineering, property management or a related technical or business field.
A minimum of 5-years of experience in the facilities or property management profession, preferably in higher education.
Must be able to perform detailed monthly building inspections. This requires extensive walking and occasional kneeling, bending and ladder climbing to access all areas of the assigned building(s).
Excellent verbal and communication skills.
Excellent computer skills, with proficiency in Excel, Access, Word and MS Project programs.
Excellent organizational skills.
This position will require some late hour, early morning and weekend work, as necessary.
The Facility Manager is on call except during approved leave, including vacation.
The Facility Manager must be able to conduct detailed monthly building inspections, which require extensive walking and occasional kneeling, bending, and ladder climbing to access mechanical and rooftop areas.

Nice To Haves

Second language skills i.e. Polish or Spanish to better communicate with contracted cleaning staff are not mandatory, but preferred.
RPA or FMA designation preferred.

Responsibilities

Manage custodial operations and maintain adequate in-house staffing and third-party custodial coverage to ensure all work meets University standards.
Oversee daily cleaning and maintenance; coordinate special event setups and overtime projects; and ensure compliance with applicable laws, regulations, and University safety policies and procedures.
Use Planon to assign and monitor custodial work, document daily and monthly inspections, and track completion of preventive maintenance.
Incorporate applicable Climate Action Plan objectives into daily custodial practices.
Coordinate all hiring decisions for DePaul custodial staff with the Associate Director and Director of Facility Operations.
Procure supplies and equipment for custodial operations through competitive bidding and product research, and add new products to the online SDS file before they arrive on campus.
Comply with University requirements governing vendor selection, purchase order processing, and internal and tenant chargebacks.
Manage assigned standing purchase orders and maintenance contracts.
Assist in developing annual budgets for wages, overtime, benefits, supplies, and custodial and related contracts, including landscaping, vertical transportation, janitorial services, and waste hauling.
Manage assigned budget lines throughout the fiscal year using the division's monthly finance and administration reports.
Manage assigned operational and capital repair and replacement projects, primarily involving elevators and escalators, roofs, and furniture, fixtures, and equipment, from bidding and purchase order processing through scheduling, inspection, safety oversight, and closeout.
Coordinate post-construction services among Facility Operations, occupants, and contractors, including punch list completion, warranty documentation and follow-up, departmental moves, and related cleaning support.
Manage common area and classroom furniture assets, including condition assessment, inventory, storage, procurement, delivery, placement, and disposition of damaged or obsolete pieces, to keep furnishings safe and functional across assigned campus facilities.
Assist the Associate Director and Director of Facility Operations in developing and overseeing departmental compliance, reporting, and tracking initiatives, including condition audits and inspection records, preventive maintenance schedules, safety training, payment of annual City of Chicago AIC fees, and monthly cleaning, recycling, and management reports.
Maintain accurate Planon records and use system reports to support these initiatives.
Maintain the department key box inventory.