Job Overview

  • Experience Level Highly Skilled
  • Total Years Experience 6-10
  • Education High School Diploma or GED

 Urban League of Rochester is seeking a Facilities Manager.

As the Facilities Manager, you are responsible for the overall care and condition of the   Urban League buildings and grounds as well as the safety and security of the related contents,   staff, and guests. This coverage includes the buildings located at 265 North Clinton Avenue and, to the extent as set forth in the terms and conditions of the lease agreement with ULREDC,  Platt St and  150 Andrews St.

· Perform daily walk-throughs of the buildings and grounds to ensure the safety, security, and well-being of facilities are maintained.

· Track maintenance requests to ensure timely and satisfactory completion.

· Responsible for opening and closing procedures

· Responsible for snow removal

· Manage and maintain all maintenance service requests for all facilities

· Manage building services maintenance agreements. This includes but is not limited to ensuring all signed original contracts are maintained in one consistent location. Ensure timely renewal of agreements or bidding of services as needed. Ensure vendors are providing services in accordance with agreements. Ensure ULR is receiving the best and most cost-effective maintenance services. This position is not authorized to sign maintenance agreements on behalf of the organization.

· Maintain and manage vehicle and driver records for the agency. This includes but is not limited to ensuring all agency vehicles are properly maintained, inspected, and registered in accordance with the laws of New York and Monroe County. Maintain a listing of authorized drivers. Ensure there are proper procedures in place to ensure only those drivers use the vehicles. Maintain a listing of agency personnel authorized to drive their personal vehicles on company business. Maintain records to ensure proper insurance coverage is maintained by these individuals. Perform a check of mileage reimbursement requests prior to submission to payroll for processing.

· Manage and coordinate building storage facilities. This includes but is not limited to ensuring documents and other agency property are properly and securely stored. Ensure documents and other agency property are disposed of properly and in accordance with agency retention policies.

· Manage and maintain building safety and security protocols. This includes but is not limited to ensuring building security is maintained at all times. Managing and coordinating the activities of the Safety Committee. Manage and track building master keys and manage other building keys to ensure they are maintained in a safe and secure location and proper procedures are followed in signing out and distributing keys to staff. Ensure ULR staff is properly trained and aware of building safety and security procedures. Ensure facilities and administrative staff are properly trained on how to carry out safety protocols in emergency and non-emergency situations. Maintaining and updating safety procedures as necessary. Ensuring the necessary supplies (caution tape, safety cones, incident reports, etc.) are kept at each ULR location in case of an emergency. Monitor and track all incident reports.

· Manage and maintain space allocations for ULR facilities. This includes but is not limited to performing a quarterly review of space to track staff/program moves are properly documented. Informing Finance/program accountants of space changes to ensure proper allocations are made for occupancy-related costs.

· Monitor and assist in the preparation of the annual maintenance operating and capital budgets.

· Prepare and maintain appropriate records for timely and accurate reporting for OSHA, MSDS, and other regulatory requirements for the safety, security, and maintenance of the ULR facilities.

· Staff liaison for on-site inspections of the building and facility-related operations.

· Perform other duties as assigned by the CFO

  • High School Diploma
  • Associates degree in management or related field  (preferred)
  • 3 years or more of experience in facilities management and supervising staff.
  • Must have excellent written and verbal communication skills.
  • Ability to effectively manage time to meet all specified deadlines.
  • Must possess good leadership and organizational skills and the ability to motivate team members.
  • Strong customer service skills.
  • Ability to make sound judgments to ensure ULR and its staff and visitors are safe and the facilities are secure.
  • Ability to push,  pull, and lift up to 50 lbs.
  • Must possess computer literacy, including Microsoft software