Job Type: Ministerial

Reports to: Chief Financial Officer

Position Description

This full-time, benefited position provides overall administrative management, direction, client communication, strategy, vendor management, safety audits and preparedness, assures system and data security, solution advocacy, planning and budgeting for all Facilities Operations. The position, along with the Chief Financial Officer (CFO) will direct all facilities-related activities including moves, facilities construction and repair, fleet management, occupancy services (e.g., security, utilities, …) information technology and phone systems.

Ministerial

• As a ministerial representative of CCEOK, it is expected that both professional and social behavior be aligned with the ethical and moral standards of the Catholic Church
• Pray daily for the needs of the poor; opportunities include personal prayer, daily Mass, and adoration
• Willingness to learn how to articulate Catholic teaching with a commitment to its application in the job function
• Execute duties in a Christ-like manner with love and compassion following the values and principles of the program, Catholic Charities and Catholic Social Teaching

Primary Responsibilities

The Director of Facilities Operations is responsible for the planning, actions, communications and results for all facilities and systems operations.  This position provides:

• Responsive high-quality customer service support and communication for all facilities and systems-related activities
• Well-researched solution recommendations, timely execution, measurement and reporting
• Preventive maintenance & safety preparedness
• Successful audits for assigned areas

Leadership and Communication

• Motivate, lead and inspire employees and volunteers to accomplish the department’s vision and goals
• Supervise facilities employees, volunteers and related vendors
• Implement the strategic plan as related to facilities operations and systems
• Responsible for hiring, training and mentoring facilities employees and volunteers, assigning work, appraising performance, rewarding and disciplining employees and problem resolution
• Plan and communicate at the senior management level, regularly update the CFO and related procedures to ensure high quality and efficient administration of all facilities operations
• Responsible for the successful planning, priorities, results, outcomes and communications for assigned functions
• Assess the need for Facilities Operations throughout Eastern Oklahoma and adjust the department’s activities to meet the needs of those we serve
• Advocate publicly for the appropriate solutions and maintain status and compliance with all facilities and related codes (building, fire, etc.)
• Document and maintain all systems concerning risk, documentation (including warranties), support, and data security
• Train all employees to effectively use technology systems (phones, computers, ticketing, safety…)

Budget Management and Cost Control

• Create, manage, and take corrective action for the maintenance department budget and CCEOK’s capital and maintenance plan/budget and responsible for monitoring and optimizing funding sources and expenses, report monthly, and as needed, status for all budgets, vendors, projects
• Assure all receipts and invoices are processed timely and ensure all financial policies are followed for assigned functions

Information Technology and Systems

• Manage optimal technical solutions for all of CCEOK, working with the established budget, and following appropriate approval procedures for items in and out of budget
• In collaboration with the CFO, set and manage multiple priorities to a timely and cost-effective conclusion, including related documentation, reporting and communications
• Assure compliance with appropriate standards and data security
• Maintains the file of record for all systems utilized by CCEOK
• Stay up to date with changes in technology and data security-related developments and ensure staff members and management understand these changes
• In collaboration with the CFO, assure department success by defining, measuring and reporting on outcomes for all department activity

Facilities Strategy, Planning, Documentation, Construction, Repair and Optimization

• In collaboration with the CFO, manage risk for CCEOK including related liability insurance, audits, policy, and incident management
• Develop, prioritize tickets, maintain, monitor, and report information related to the facilities and IT support ticketing systems
• Mentor and guide the facilities maintenance team, the CFO and other CCEOK management in facilities-related matters
• Ensure safety of all premises, successfully passing related audits and compliance, and maintaining proper related documentation
• Create and maintain up-to-date site plans, architectural and engineering documentation
• Recommend all related policies, gain CFO approval, manage all facilities and systems moves, additions and changes to the approved policies and maintain related documentation
• Create and maintain partnerships with contractors and vendors for optimal use of funds for facilities-related projects and issues
• Reviews the status of projects and budgets, manages schedules, and prepares status reports for leadership on an established basis (weekly, monthly, as needed)

Utilities and Vendor Management

• Provide business case, monitor and report on vendor contracts vs. vendor time and material vs. internal manpower
• Coordinate procurement and review performance for in-house suppliers, consultants, and contractors to accomplish project goals
• Represent department at required meetings

Performs other related duties as assigned by management.

Qualifications

• Work experience in the IT, Facilities or Project Management field (3-5 years)
• Management experience preferred
• Proficiency in Spanish and fluency in English (reading, writing and speaking) preferred
• Ability to lead teams and work in context with the larger organization as a whole
• Strong interpersonal skills
• Excellent written and verbal communication skills
• Ability to prioritize multiple projects and ensure all deadlines are met
• Ability to organize and delegate tasks to other members of the team
• Computer proficiency including MS Word, Excel, PowerPoint, Outlook, Office 365