Caminar, Inc. · 2 months ago
Agency Facilities Manager
San Mateo, California
Full-time
Onsite
Mid, Senior LevelCaminar, Inc. is a leading behavioral health organization that supports thousands of youths and adults across multiple counties in Northern California. They are seeking an Agency Facilities Manager to provide high-level support to the COO, manage facilities functions, coordinate property leases, and oversee facility maintenance and management.
Health CareNon ProfitRehabilitationWellness
Responsibilities
Provide active management of the Agency Facilities Management functions under direction of the COO
With COO, identify forward plans for lease renewals and/or the need for program relocation
In the event relocation is wanted, complete research and collaborate with site management to develop requirements needs planning well in advance of lease term ends
If applicable, work directly with contracted leasing agents to identify locations to pre-qualify
Establish any new leasing partners in Caminar systems and assist site management in understanding lease rules and responsibilities
Establish maintenance contracts if/as required under leases and establish those vendors in Caminar systems
Conduct routine facility inspections of 18 owned and 14 leased facilities
Schedule annual 3rd party CARF inspections of identified locations; meet with these and any other external inspectors and work with site teams and vendors to resolve any safety or functionality deficiencies in a timely manner
For all 3rd party CARF audits, collaborate with site/facility representatives and/or Managers to schedule and ensure readiness per CARF standards
Identify, and qualify vendors to perform emergency, routine and major repair & maintenance projects
Provide oversight for all projects, ensuring material specifications and work performance meets or exceeds job and contract scope, within budget established
Develop a standard facilities ‘home care’ package for owned properties to ensure regular maintenance work is budgeted, scheduled and completed
Implement ‘help desk’ system to collect facility maintenance/repair orders to distribute work to qualified vendors
Follow Agency policies and procedures for qualifying vendors, specifying job scope and material specifications, performing and analyzing competitive bids and managing projects within budget
Prepare multi-year schedules for renovation, retrofit and refurbishment projects, considering systems lifespan and budgetary constraints
Regularly collaborate with facility staffs on maintenance, repairs and safety needs
Annually collaborate with regional site management on fiscal year budgeting for facility needs
Play a lead role in preparing for the relocation of program services, as relevant
Work collaboratively with program teams and management to identify space needs and space planners if/as necessary
With COO, liaise with new facility ownership and/or contractors on tenant improvements
Play a lead role in establishing a good and pro-active working relationship with all new facility landlords and property owners
Assist site staff in understanding any rules/restrictions required by lease, by code or by other oversight body
Coordinate with IT to ensure safety and controlled access systems are in place for move-in and key control system is in place
Ensure key tracking and collection protocols are followed
Plan the physical relocation with program teams, identifying and contracting vendors to use in the process
Work with internal teams, particularly IT, to understand the move-related expenses that must be planned for in any facility relocation and facility closeout
Coordinate move-in and move-out timing with the Business Operations Manager, and the IT team to ensure service business accounts are established and closed out in a timely fashion
Communicate all changes, timely, to Accounts Payable
Coordinate and oversee any repair and maintenance work to be completed in facilities that will be vacated
Ensure timely return of security deposits to the agency
Serving as insurance liaison for all facility related damage, ensuring timely notice to broker of accidents, getting assessment of damage costs and coordinating repair work with approved vendors
Follow insurance claims through to completion, keeping COO updated and Finance aware of incoming or outgoing payments pertaining to claims
Review, track and summarize facility claim deductible and out of pocket expenses on a quarterly basis
Notify brokers of newly acquired or vacated facilities, to ensure timely and appropriate property coverage
Maintain accurate location liability tracking files
Performing other related duties, responsibilities and special projects as assigned
Qualification
Required
Must be passionate about Caminar's mission
Proven experience as a facilities manager, or relevant position
Well-versed in facilities management best practices
Strong analytical/critical thinking
Excellent verbal and written communication skills
Excellent organization and leadership skills
Must demonstrate acceptable level of maturity, good judgment, and emotional stability
Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
Customer Service—manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service
Oral and written communication—speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings. Completes written correspondence and other formal communications skillfully and professionally
Quality management—looks for ways to improve and promote quality and demonstrates accuracy and thoroughness
Planning/organizing—prioritizes and plans work activities, uses time efficiently and develops realistic action plans
Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events
Dependability—is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance
Safety and security—actively promotes and personally observes safety and security procedures, and uses equipment and materials properly
Must be a dynamic self-starter with demonstrated ability to work independently on special projects
A valid California driver license, reliable personal vehicle, current personal auto insurance as required by law, and an MVR sufficient to obtain and reasonably maintain insurability under agency auto liability policies are all essential job requirements
Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Caminar practices
Must be able to pass post-offer, pre-employment medical tests as required under State Community Care Licensing regulations and/or agency policies
Preferred
BSc/BA in facility management, engineer, business administration or relevant field or experience is preferred
Relevant professional qualification will be an advantage
Benefits
Medical, Dental, and Vision
Flexible Spending Account
Employee Wellness Program
Life, Long-term Disability,and AD&D Insurance
Paid Time Off
401(K) Retirement Savings Plan
Commuter Benefits
Employee Assistance Program
Company
Caminar, Inc.
Caminar is a leading behavioral health organization that supported 41,000 youths and adults across seven counties in Northern California and the San Francisco Bay Area last year.
Founded in 1964
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
M
Mark Cloutier
Chief Executive Officer
Company data provided by crunchbase