Job Type: Non-Ministerial

Reports to: Facilities Director

Position Description

This full-time, salaried, benefited position on the facilities team is responsible for coordinating facility-related projects, managing vendor relationships, expectations, and results, ensuring compliance with safety protocols, training staff for emergencies, maintaining preventative maintenance schedules, and ensuring timely and accurate accounting for expenses in scope of work. This person is responsible for the administration of project, maintenance, safety, and technology-related project coordination including scheduling, inspections, budget tracking, vendor management, and training.  

Leadership

• Manage and maintain strong working relationships with vendors, contractors, service providers, and technology partners of ongoing contracts and projects, ensuring they have the tools and information to complete work

• Work with programs and management to develop scopes of work, solicit and review bids, negotiate contracts in alignment with budget and time constraints, and monitor vendor performance

• Ensure vendors meet service level expectations and understand and respect the organization’s values, policies, and the communities it serves

• Coordinate vendor access to facilities, ensuring minimal disruption to daily operations

• Maintain warranty information and initiate claims as required

Safety and Security

• Ensure all facility operations and projects comply with local, state, and federal safety regulations

• Work closely with leadership and staff to foster a culture of safety and preparedness

• Develop and lead a safety committee in regularly scheduled meetings, training, and implementation

• Implement and enforce safety protocols for regular operation, special events, facility maintenance and repairs, and construction activities

• Lead emergency response planning, including development of evacuation, lockdown, and other safety protocols

• Provide and maintain safety plans for each program and location

• Conduct and document regular staff training and drills at all locations

• Perform and document regular facility safety assessments at all locations and address potential risks proactively 

• Manage users in the access control system to secure the Tulsa campus

• Manage incident reports, incident resolutions, and escalate safety issues when necessary

• Utilize camera security system to support the safety and security of the Tulsa campus

Preventative Maintenance

• Develop and maintain schedules for routine maintenance of key building systems and assets, including HVAC, lighting, plumbing, security, fire prevention, fleet vehicles, and tools as needed

• Ensure documentation of all maintenance activities and repairs

• Coordinate regular inspections for building systems, infrastructure, and fleet vehicles

Finance and Recordkeeping

• Manage facility project budgets and track expenditures throughout the project lifecycle

• Assist in developing budgets, cost estimates, and lifecycle replacement plans for facility and technology-related capital projects

• Ensure all project-related invoices are reviewed, coded, and submitted accurately and on time

• Provide cost estimates and financial forecasting for upcoming needs and capital improvements

• Identify cost-saving opportunities through strategic sourcing and operational efficiencies

Communication

• Promote collaboration and ensure clear communication across departments, especially during high-impact facilities projects

• Serve as a project liaison between organizational departments and technology providers to ensure operational needs, timelines, and project expectations are clearly communicated and understood

• Provide regular updates to project stakeholders about timelines, issues, and program interruptions

• Ensure programs are notified in advance when their operations will be interrupted

Qualifications

• Bachelor’s degree required; bachelor’s degree in Facilities Management, Engineering, Construction Management, or related field (or equivalent experience) preferred

• Minimum 5 years of experience in facilities management or project management, preferably in a multi-site or complex environment

• Strong project management, organizational, and interpersonal skills

• Strong knowledge of building systems, construction processes, and safety protocols

• Familiarity with OSHA standards, emergency protocols, and building maintenance best practices

• Strong troubleshooting skills and attention to detail

• Ability to prioritize multiple projects and ensure deadlines are met

• Self-motivated, dependable, and proactive in identifying and resolving facility needs

• Flexible and adaptable to meet the changing needs of a mission-driven environment

• Strong organizational, leadership, and communication skills; respectful and courteous to all

• Demonstrated ability to coordinate technology-related projects, manage technology vendors, and communicate effectively with technical and non-technical stakeholders

• Working knowledge of common workplace technologies, systems, and applications sufficient to support project planning and implementation

• Basic computer skills for documentation and tracking

• Willingness to work flexible hours including occasional evenings and weekends, as required

• Valid driver’s license

• Must pass a background check and a drug test

• Must comply with all safeguarding policies for working in Catholic ministry