Facilities / Security Manager
POSITION SUMMARY:
The Facilities Manager is responsible for managing the around-the-clock aspects of all facilities/operations and security needs. Facilities includes oversight and care of a 1925 Historic Building, which has been designated as a historic site (33,000 sq. ft.), a 1999 Museum Pavilion (138,000 sq. ft.) and a 2004 Forum/auditorium addition (10,000 sq. ft.). This position will require some early morning, evening and weekend hours.ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Oversees all aspects of Facilities, security and building support services, to include preventive maintenance, emergency repairs and capital renewal projects concerning the Museum’s physical infrastructure (HVAC, fire-life safety systems, structural, mechanical, electrical, plumbing, building envelope, audio/visual, etc).
- Manages a staff of one coordinator, two custodians, four on-call A/V technicians and a contracted security team; provide guidance and training, facilitate goal setting and work plans for each individual within the unit, determine distribution of unit workload, perform annual performance reviews and ensure adherence to institutional policies and safety practices.
- Ensures the security, safety and well-being of staff, volunteers, visitors, collections and resources of the Museum by monitoring and managing the contracted security team, which includes annual review of contract as well as provide training and orientation for security staff specific to the needs and requirements of the Museum.
- Develops and implements Facilities O&M and capital budgets at the start of each fiscal year; develops and maintains long-range strategic plan for preventive maintenance and capital renewal of the physical infrastructure; optimizes total cost of ownership for all property assets through energy management, sustainability and value engineering initiatives.
- Manages and oversees support operations for Event Rentals, Public Programs and all other internal events/space programming to ensure proper security and custodial staffing, technical expertise and audio/visual functionality.
- Procures and administers vendor service contracts for all building systems maintenance (HVAC, fire-life safety, elevators, roofing, etc), in addition to security, landscaping, pest control and a multi-function printer (copier) fleet.
- Manages three separately leased commercial tenant spaces within the Museum campus.
- Manages the Museum’s Safety Program to comply with OSHA regulations, to include the timely update of the organization’s Emergency/Safety Handbook, hazard mitigation and responsibility for the overall development of Environmental Health and Safety (EH&S) policy and procedures through the Museum’s safety committee.
- Implements yearly OSHA training for facilities staff; responsible for staff and volunteer emergency/evacuation/safety protocol and training.
- Provides quarterly status reports to management regarding facilities and capital renewal strategic plan updates.
- Manages off-site storage program and procedures.
- May require use of personal vehicle to transport supplies/materials to offsite storage and/or events. Valid CA Driver License and proof of insurance.
- Staff members must be able to work with visitors of all ages to support the various events sponsored by the National Museum. Each staff member will be expected to work on a minimum of three museum-wide events per year: a) National Museum’s Annual Gala Dinner and Silent Auction- (off-site) typically held in the Spring (April-May) b) National Museum’s Family Festival Day- Oshogatsu Family Day (January) or Summer Festival (August) c) Target Family Free Days – Free Admission Family Days sponsored by Target held on the 2nd Saturday of the month.
This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: Bachelor’s degree; or Experience in construction/facilities management and/or civil engineering preferred or an equivalent combination of relevant education and experience.
Experience/Knowledge: At least five years of related experience in a facilities management setting. Prior experience performing similar tasks of comparable size for institutional users is essential, and similar experience with museum is highly desirable. Experience in construction management, project management, budget development/monitoring/reporting, and cost/schedule monitoring are required. Ability to recognize, analyze, and develop corrective actions regarding cost, schedule, and quality issues. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail oriented. Professional phone manner is essential. Ability to work in a team-environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Knowledge of Japanese American history and culture a plus. Bilingual English/Spanish is preferred.
Communication: Able to follow written and verbal direction. Excellent communication and negotiation skills with experience and ability to communicate instructions and work plans to a diverse staff. Must be able to provide courteous and effective service to co-workers, volunteers and the general public. Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to read and understand architectural, engineering and construction documents, prints specifications, and other construction related materials. Ability to effectively present information in one-on-one and small group format.
Computer: Computer literate, Internet savvy, and experience with MS Word, Excel, and Power Point preferred, speed and accuracy are essential.
Math: Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning: Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Reliable follow-through on assigned projects in a complete, well conceived and timely manner.
Physical: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Environment: The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
REPORTING RELATIONSHIPS:
Reports to:
President/CEO
Positions supervised:
Event Coordinator, Custodians, A/V Technicians, Volunteers, Contracted Security Guards
The Japanese American National Museum reserves the discretion to change this job description at any time.The Japanese American National Museum is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, genetic information, disability, marital status, domestic partner status, or medical condition.
