COMPANY OVERVIEW
Volunteers of America Chesapeake & Carolinas, Inc. inspires hope and promotes self-reliance through personalized housing, ministry, health, and human services across the District of Columbia, Maryland, Virginia, North Carolina, and South Carolina. As a church without walls, we fulfill our brand promise -compassionate care today, flourishing communities tomorrow -through the dedication of our employees and our core values of Compassion, Creativity, Integrity, Excellence, Belonging, and Inspiration. Together, we strengthen communities and make a meaningful difference in the lives of the people we serve.
JOB SUMMARY
The Facilities Manager manages the day-to-day maintenance operations of the company's owned and leased properties, ensuring compliance with company policies, contracts, and regulations. The role supervises, trains, and mentors assigned staff; ensures facilities remain safe, functional, compliant, and well-maintained; and supports operational efficiency, financial stewardship, and long-term preservation of the company's assets.
RESPONSIBILITIES
Facility Operations and Performance
- Manage day-to-day maintenance operations across assigned properties, ensuring timely resolution of maintenance requests and facility issues.
- Oversee work orders, prioritize repairs, assign resources, and monitor completion in accordance with established service standards.
- Develop, implement, and monitor preventative maintenance schedules for buildings, equipment, and critical systems.
- Coordinate emergency maintenance response and ensure timely resolution of critical facility conditions.
- Monitor facility conditions, maintenance trends, service levels, energy efficiency, and operational performance to identify opportunities for improvement.
- Ensure maintenance activities, inspections, and supporting records are documented in the designated facility management system.
Facility Inspections and Regulatory Compliance
- Monitor and support compliance with applicable building, fire, life-safety, accessibility, licensing, and housing regulatory requirements.
- Coordinate internal and external inspections, including HUD NSPIRE, accessibility, fire marshal, and other regulatory or agency inspections.
- Oversee routine facility inspections, life-safety testing, and required building system certifications.
- Develop and monitor corrective action plans addressing inspection findings, deficiencies, and notices of violation.
- Coordinate response to regulatory agencies and maintain required inspection and compliance documentation.
- Collaborate with Program Leadership, Compliance, and Property Management to address regulatory requirements and emerging facility risks.
Capital Projects and Facility Improvements
- Coordinate and oversee execution of approved capital improvement, major repair, and facility renovation projects.
- Coordinate project planning, scopes of work, cost estimates, procurement, contractor activities, and project schedules.
- Monitor project budgets, timelines, workmanship, and completion milestones.
- Coordinate facility condition assessments and provide recommendations regarding capital needs and deferred maintenance.
- Support the development and implementation of multi-year capital improvement plans.
- Maintain project records, permits, inspections, warranties, and closeout documentation.
Vendor and Contract Management
- Cultivate and manage relationships with maintenance contractors, service providers, and other facility-related vendors.
- Coordinate competitive bidding, vendor selection, contract administration, and renewals in accordance with company policies.
- Develop and review scopes of work, proposals, service agreements, and contractor deliverables.
- Monitor vendor performance, contract compliance, service quality, costs, and responsiveness.
- Verify satisfactory completion of contracted work and review invoices for approval.
Staff Supervision and Development
- Supervise, train, mentor, evaluate, and support maintenance technicians and assigned facilities staff.
- Assign work, establish priorities, monitor performance, and ensure accountability for maintenance responsibilities.
- Coordinate staff schedules, work coverage, emergency response, and training.
- Promote safe work practices, consistent procedures, and adherence to VOACC policies.
- Identify staff development needs and support continuous improvement in maintenance operations.
Budget and Financial Oversight
- Assist in developing and monitoring facility maintenance, repair, service contract, and capital project budgets.
- Review expenditures, identify budget variances, and recommend cost-effective solutions.
- Monitor financial performance of maintenance activities, vendor contracts, and capital projects.
- Maintain accurate financial and supporting operational records.
- Provide regular reports and recommendations to leadership regarding expenditures, budget performance, and anticipated facility needs.
Insurance and Risk Management
- Coordinate documentation and response to property damage incidents, insurance claims, and related risk management matters in collaboration with the Risk Manager.
- Participate in and support the internal efforts of the company's Safety Awareness Committee by providing facility safety expertise, identifying potential hazards, and recommending improvements to promote a safe environment for staff and persons served.
REQUIREMENTS
- Bachelor's degree and two years of related experience, or a high school diploma and six years of related experience, including personnel management and training.
- Experience managing multiple properties, maintenance personnel, contractors, budgets, and capital projects is a plus.
- Knowledge of building systems, preventative maintenance, construction practices, and building, fire, and life-safety codes is required.
- Knowledge of green building and energy efficiency programs is a plus.
- Knowledge of Housing and Urban Development (HUD) National Standards for the Physical Inspection of Real Estate (NSPIRE), Section 504, and ADA standards is a plus.
- Knowledge of general liability and property insurance programs is required.
- Effective verbal and written communication skills, with strong planning, organizational, and time management skills.
- Administrative self-sufficiency, including computer proficiency.
- Valid driver's license and a safe driving record; must meet insurability standards.
PHYSICAL REQUIREMENTS
The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
- The ability to safely operate a motor vehicle to transport oneself and program supplies as necessary.
- The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities and operate office equipment.
- Move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.
- Operate office equipment requiring continuous or repetitive hand/arm movements.
- The ability to remain in a sitting position for extended periods of time.
EFFECTS ON END RESULT
- Facilities remain safe, functional, compliant, and supportive of program operations.
- Maintenance requests, preventative maintenance, and inspection deficiencies are addressed within established standards.
- Vendors, budgets, and capital projects are managed efficiently and effectively.
- Maintenance staff demonstrate accountability, productivity, and adherence to safety standards.
- Accurate facility records, proactive maintenance practices, and effective resource management reduce operational risk, control costs, and support long-term asset preservation.
OTHER DUTIES
Perform other duties as assigned. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.