Facilities and Operation Manager

Position Summary:

This role ensures the physical integrity, safety, and operational efficiency of all Janus Youth Programs systems, assets, and owned and leased facilities, to support program, administrative, and client needs. The position is responsible for managing day-to-day logistics, acting as the primary contact for maintenance work orders, contractors, and maintaining the Agency's CMMS. Additionally, this role oversees safety required training, manages the driver safety program, and coordinates business continuity planning, emergency preparedness efforts and long-range facility planning. The role provides essential oversight to protect agency assets.

Education and Experience Requirements:

Any combination of education, experience and training that demonstrates the ability to perform the duties of the position is qualifying. This would typically include:

• Experience in property maintenance across multiple sites
• Supervisory and teamwork experience
• Intermediate knowledge of safety and compliance issues related to youth programs and facilities.
• Intermediate knowledge of electrical systems, plumbing, and HVAC
• Familiarity with IT and technology systems and network equipment
• Experience with overseeing staff/vendor schedules and workflows, generating reports, and inputting other information in a work order system
• Proficiency in Microsoft Office and property management software
• Valid and current driver's license

Duties and Responsibilities:

Operational Management & Logistics

• Day-to-Day Oversight: Managing the operational infrastructure and logistics for all owned and leased buildings.
• Resource Coordination: Serving as the primary point of contact for all maintenance work, including retrieving bids and collaborating with program and agency leadership on major repairs.
• System Administration: Maintaining the agency's Computerized Maintenance Management System (CMMS) and implementing procedures to prevent future property issues.
• Working with IT contracted services to proactively address system and equipment needs.

Asset Protection & Physical Integrity

• Preventative Maintenance: Anticipating, identifying, and addressing property issues, repairs to protect the physical integrity and long-term value of the assets.
• Standardization: Ensuring all environments are clean, well-maintained, and safe for residents, staff, and community use.
• Work Order Execution: Monitors the successful completion of agency work orders, repairs, and facility initiatives.

Safety, Compliance & Continuity

• Performs regular inspections of all facilities, vehicles and grounds to ensure compliance with policies, laws, and industry standards, while ensuring staff follow safety and OSHA requirements
• Coordinates and supports the Safety Committee to perform duties and ensure that OSHA guidelines/local laws are met as well as ensuring Janus communities report non-employee safety concerns to the appropriate agency/vendor.
• Coordinates with the Director of Quality, Compliance & Organizational Learning in the development of policies

and procedures that address program and facility safety needs, contractual compliance needs and tracking and responding to the agency incident reporting & documents.

• Manages building access and security systems, including alarms, keycodes, locks, and door hardware and collaborates with Program Directors to ensure building security is maintained and in compliance.
• Assures Annual Fire/Life Safety Testing and follows up on fire inspection reports in a timely manner.
• Provides limited emergency on-site supervisory coverage for continuity of program services.

Risk Management

• Coordinating safety training programs, managing driver safety protocols, and maintaining safety-related materials and supplies.
• Strategic Planning: Developing and maintaining Business Continuity Planning and Emergency Preparedness to ensure agency resilience.
• Fiscal Alignment: Providing fiscal support through tracking, recording, and project-based assistance related to facility and systems expenses, repairs and maintenance

Required Knowledge, Skills and Abilities:

• Decision-Making Abilities: You make decisions that are organization-focused, and have a positive impact
• Supervisory Abilities: You understand how to lead and supervise a team of diverse people effectively
• Teamwork Abilities: You're able to work productively with the team and demonstrate collaborative communications and team problem solving skills
• Customer Service Skills: You have proven experience delivering exceptional customer service in high stress situations
• Critical Thinking Skills: When something doesn't work, you are able to either fix the problem or find an effective and efficient work-around
• Linguistic Abilities: You can write, read, speak, and understand English; additional linguistic knowledge is a plus
• Collaboration: You can work effectively with a diverse group of people and maintain forward-thinking partnerships with others
• Openness: You are open to working in an environment serving vulnerable populations experiencing different levels of trauma and needs.
• Accountability: You value taking ownership of your work and can self-motivate
• Equipment/Machinery/Tool Abilities: You are knowledgeable and skilled in the safe use and maintenance of the following types of tools: hand tools, power tools, measuring devices and mechanical equipment.

Other Requirements:

• Personal transportation allows for timely travel within Portland and Washington service area. All employees who drive for work purposes must have and maintain a valid driver's license for state of residency, have a driving record that permits coverage under the corporate auto liability policy, and complete the agency's driving approval process before driving for work. If driving a personal vehicle for work purposes drivers must also have personal auto liability coverage ($100,000/$300,000 levels strongly recommended). Employees are not to drive for work purposes until they have received written authorization to do so.
• Must pass criminal history background check to ensure access to multiple program sites.

Working Conditions:

• May involve exposure to communicable diseases, including a variety of illnesses and infections such as the common cold, TB, Hepatitis, flu, meningitis, and HIV.
• May involve time in excess of routine schedule and/or overtime, including evening/overnight, weekend hours, and/or holidays.
• May involve exposure to information that graphically describes physical, sexual and emotion abuse of children and may experience vicarious trauma.
• May require working and providing services at locations other than program site (i.e., schools, café', clinics, etc.,) and may, therefore, be exposed to environments not under agency control (i.e., second-hand smoke, varying hygiene practices, etc.).

This position description is intended to give the reader a general idea of the overall purpose and the main activities and responsibilities that are intrinsic to this position. While this description is intended to be representative, it is not intended to be limiting.