Facilities Manager

Job Description

Job DescriptionDescription:

COMPANY OVERVIEW:

Since 1954, The Arc Gateway has been dedicated to enriching the lives of individuals with intellectual and developmental disabilities. As a trusted non-profit organization serving the greater Pensacola area, we offer life-enhancing programs that empower those we support to pursue their dreams and reach their full potential. Our mission is rooted in celebrating abilities, fostering independence, and creating meaningful opportunities for every individual we serve.

SUMMARY:

The Facilities Manager oversees The Arc Gateway, Inc.’s facilities, grounds, equipment, fleet, safety, and related operations. This position ensures facilities and transportation services are safe, efficient, well-maintained, and compliant with applicable regulations. The Facilities Manager coordinates staff, contractors, vendors, maintenance schedules, service contracts, budgets, and emergency response activities to support the agency’s mission and operational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

Facilities and Building Operations

• Oversee the maintenance, repair, renovation, and safe operation of agency buildings, grounds, equipment, and related services.
• Develop and monitor preventive maintenance schedules and work-order systems.
• Coordinate repairs, inspections, renovations, and facility projects to minimize operational disruptions.
• Monitor utilities and facility-related expenses and identify opportunities for efficiency and cost savings.
• Oversee parking, waste disposal, security, and other facility services.
• Ensure facilities and equipment meet applicable health, safety, accessibility, and regulatory requirements.
• Manage facility-related vendors, contractors, and service contracts.

Transportation and Fleet Management

• Oversee agency transportation and fleet operations to ensure safe, reliable, and cost-effective service.
• Assist with recruitment, screening, and onboarding of qualified drivers.
• Ensure compliance with applicable federal, state, local, and DOT requirements.
• Maintain vehicle records, including inspections, maintenance, repairs, registrations, and other required documentation.
• Develop and monitor preventive maintenance schedules and coordinate vehicle repairs, inspections, and replacements.
• Monitor fleet utilization, operating costs, and maintenance needs.

Budget Management

• Develop and monitor budgets for facilities, grounds, equipment, and transportation.
• Monitor expenditures, approve expenses within designated authority, and identify cost-saving opportunities.
• Review invoices and collaborate with Finance and agency leadership to maintain budget compliance.
• Plan for capital improvements, equipment replacement, and long-term fleet and facility needs.

Emergency Response and Preparedness

• Develop and maintain emergency response and continuity plans for facilities, equipment, and transportation operations.
• Coordinate responses to severe weather, utility disruptions, equipment failures, and other facility emergencies.
• Ensure emergency equipment, generators, and critical building systems are inspected and operational.
• Support emergency preparedness activities, drills, and continuity-of-operations planning.

Safety and Compliance

• Ensure compliance with applicable OSHA, ADA, DOT, and other federal, state, and local requirements.
• Serve on the agency Safety Committee and Building & Grounds Committee.
• Support safety inspections, risk-reduction efforts, and emergency preparedness initiatives.
• Promote a safe, accessible, and well-maintained environment for employees and individuals served.

Administrative and Operational Responsibilities

• Develop and maintain policies, procedures, and systems that promote efficiency and accountability.
• Coordinate priorities and schedules for maintenance, grounds, facilities, and transportation activities.
• Evaluate vendor performance and contract compliance.
• Maintain accurate records, reports, and operational documentation.

SUPERVISORY RESPONSIBILITIES:

Supervise grounds personnel, the Transportation Manager, and external contractors as assigned. Responsibilities include recruiting, training, coaching, performance evaluation, scheduling, and assigning work.

Requirements:

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to pass Level 2 fingerprint background check, (https://info.flclearinghouse.com), Dept. of Children and Families abuse registry check, and local law enforcement check, Affidavit of Good Moral Character.
• Must pass a drug screen
• Must be 21 years of age, have valid driver's license, a good driving record and proof of vehicle insurance and registration with a satisfactory Motor Vehicle Report.
• Maintain punctual attendance and report to work on time for all scheduled shifts.

EDUCATION AND/OR EXPERIENCE:

• High School Diploma or GED required.
• Experience in facilities management, fleet management, building operations, or a related field.
• Experience supervising staff and coordinating contractors and vendors.
• Knowledge of facilities maintenance, grounds operations, fleet management, and transportation practices.
• Working knowledge of OSHA, ADA, DOT, and other applicable regulations.
• Experience with preventive maintenance, service scheduling, budgeting, and recordkeeping.
• Experience in an organization serving individuals with intellectual and developmental disabilities preferred.
• Relevant education, technical training, or certifications in facilities management, business administration, engineering, or a related field preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong leadership, organizational, problem-solving, and project management skills.
• Ability to prioritize multiple operational needs and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively with employees, leadership, vendors, contractors, and regulatory agencies.
• Proficiency with computer-based maintenance, administrative, and recordkeeping systems.
• Ability to manage budgets, control costs, identify operational needs, and implement effective solutions.
• Commitment to maintaining safe, accessible, efficient facilities that support The Arc Gateway, Inc.’s mission.

· LANGUAGE SKILLS: Ability to read and correctly interpret the maintenance requests, and respond to common inquiries or complaints from persons served. Ability to effectively present information to top management during the Facilities Manager’s absence.

· MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

· REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to define problems, collect data, establish facts and draw valid conclusions.

· CERTIFICATES, LICENSES, REGISTRATIONS: The successful completion of Zero Tolerance, and HIPAA certifications will be required, in which The Arc Gateway provides.

· PHYSICAL DEMANDS: The physical demands outlined below are required to perform the essential functions of this position. Reasonable accommodations may be provided for individuals with disabilities.

· This role primarily requires sitting, using hands, and communicating. Employees may also be required to reach, stand, walk, climb, balance, stoop, kneel, crouch, or crawl. The position frequently requires lifting and/or moving up to 75 pounds. Adequate close, distance, peripheral, and depth vision are necessary to perform job duties.

· WORK ENVIRONMENT: The work environment characteristics described here 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. While performing the duties of this job, the employee will perform frequent physical activity including walking, standing, lifting, climbing, and exposure to varying weather conditions. Occasional evening or weekend work may be required for emergency maintenance needs.

· WORKING HOURS: A minimum of 40 hours per week, generally consistent with the Monday through Friday. Occasional nights, weekends and holidays when emergencies arise.

Annual Salary: $40,000