Director of Facility & Asset Management
- Full-time
Company Description
With a workforce of over 30,000 people, and opportunities in more than 1,000 different job categories, the City of Philadelphia is the fifth largest city in the United States and one of the largest employers in Southeastern Pennsylvania. As an employer, the City of Philadelphia operates through the guiding principles of service, integrity, respect, accountability, collaboration, diversity and inclusion. Through these principles, we strive to effectively deliver services, to resolve the challenges facing our city, and to make Philadelphia a place where all of our residents have the opportunity to reach their potential.
AGENCY DESCRIPTION
The mission of the Office of Homeless Services is to make homelessness rare, brief, and non-recurring. OHS works collaboratively with a broad-based network of public and private providers focused on utilizing practices that are informed by data, honor the different perspectives of all stakeholders, and are trauma-informed. OHS works to maximize resources while monitoring emerging trends, tracking progress, and shifting priorities as needed.
OHS is the Collaborative Applicant for the Philadelphia Continuum of Care, and is located within the Health and Human Services Cabinet, which includes the Departments of Behavioral Health and Intellectual disAbility Services (DBHIDS), Human Services (DHS), Mayor’s Office of Community Empowerment and Opportunity, and Public Health (DPH).
Job Description
POSITION SUMMARY
The Director Facility and Asset Management is a high level leadership position. S/he is responsible for the management and oversight of five distinct major areas of responsibility: Facilities Management; Oversight of Facility Maintenance Contract; Capital Budget and Projects; OHS Facilities Lease Management; Support Services; and the OHS Warehouse. S/he is part of the Office of Homeless Services (OHS) Leadership team and as such is an effective team leader, supervisor, manager and collaborator. S/he must provide effective supervision of subordinate staff, exercise sound judgment, quickly assess situations and issues and work independently with minimal supervision. S/he must multi-task, quickly develop workable plans and solutions, work under pressure at times and maximize agency resources.
SALARY - $90,000 per year. Commensurate with experience
ESSENTIAL FUNCTIONS
Facilities Management
- This function includes the safe up keep of the OHS City owned and leased sites and may include supervising facility maintenance staff for repairs and working closely with the City‘s Department of Public Property. The position provides overall management & oversight of maintenance and repair projects. The position supervises (1) Building Maintenance Supervisor who supervises (1) Building Maintenance Mechanic position. The Building Maintenance Supervisor and his/her staff person interact and maintain an effective working relationship with the contracted preventive maintenance provider and its subcontractors for applicable services at the six City owned or leased properties.
- Manage the department’s facility maintenance contract for the provision of preventive maintenance and environmental services at the six City Owned or leased properties: Appletree Family Intake Center (AFC), Roosevelt Darby Center (RDC), Our Brother’s Place (OBP), Woodstock Family Residence (RHD Woodstock), Stenton Family Manor, and the OHS Emergency Assistance & Response Unit (EARU).
- Management of the department’s Capital Budget and Projects. Develop and monitor the OHS Capital Budget. Establish and maintain relationships with the City’s Capital Budget Office and work closely with them to prepare the departmental Capital Budget submission. Develop an annual priority list and budget for capital projects. Establish and maintain relationships with the City’s Department of Public Property’s Capital Program Office to manage the OHS projects funded with Capital Program Funds. Coordinate with contracted Capital Projects vendors, CPO Project Managers and emergency housing program providers to ensure that capital projects are timely completed and with minimal disruption of housing operations.
- Interaction with the Department of Public Property Real Estate Division for OHS City leased properties as well as interact with the City’s Law Department Real Estate Division regarding lease cycle activity and enforcement. Provide oversight and management of City/OHS leases including communication with landlords regarding terms of occupancy and landlord obligations.
- Management & oversight of OHS Class 400 asset inventory which includes agency-wide equipment and furnishings acquisition, office supply and business equipment purchases/leases (with the exception of computer equipment managed by the Office of Innovation and Technology (OIT) or the OHS Information Technology Department.) Budget and account for inventory of all owned equipment. Manage a variety of administrative support services including the department’s copier leases; delivery of mail and office supplies; management of the department’s client records room; fleet management; and telecommunications services. Work closely with the City’s Office of Innovation and Technology (OIT) Telecommunications units, the Department of Public Property, Procurement and the Office of Fleet Management (OFM). This function also includes primary responsibility for responding to maintenance, housekeeping or office space requests from OHS staff. Supervision includes (1) designated Inventory Control Technician position which supervises (2) general Departmental Workers; and, (l) Data Services Support Clerk.
- Management and oversight of the operations of the OHS Warehouse which provides food to the OHS contracted Emergency and Transitional Housing Facilities and Philadelphia Soup Kitchens. OHS utilizes State Food Purchase funds to purchase food for its contracted Emergency Housing providers and Soup Kitchens. The food is delivered to a distribution building (warehouse)located at 4000 N. American Street and is picked up at regularly scheduled intervals by the contracted providers. Position supervises (l) Warehouse Administrative Officer who supervises (1) Clerk; (1) Stores Supervisor and (3) Stores Workers.
- Ability to develop an effective working relationship with the Director, the Deputy for Administrative Services and the Executive Leadership Team
- Ability to work collaboratively and effectively with employees at all levels of the organization, City and/or funder representatives and/or external entities
- Ability to be a contributing member of the OHS Leadership Team and the Administrative Services Unit Leadership Team
- Ability to work with the City’s Capital Project Office to prepare the agency’s Capital Budget
- Ability to work independently with minimum supervision while keeping the Deputy fully informed at all times of on-going and emerging issues and progress
- Able to work on highly visible, sensitive and confidential issues and under pressure and with tight deadlines
- Demonstrated management experience ; skilled in project and program development
- Excellent organizational and problem-solving skills; results driven with excellent interpersonal communication skills
- Analytical and able to quickly and thoroughly grasp a situation and devise a both a short and long term solution
- Ability to effectively communicate ideas and concepts to all audiences
- Previous supervisory experience; able to coach, counsel and effectively work with subordinate staff to generate results and help staff develop and/or improve their skills and knowledge
- Ability to be a change agent and develop new programs and/or initiatives that result in more effective or efficient operations of the Facility and Asset Management Unit
- Ability to generate well written, concise and detailed reports and memos
- Ability to develop and implement projects from rough concepts and move projects forward
- Must be able to set and shift priorities, multi task, work under pressure and generate results
- Must be trustworthy, have high integrity, be tactful, flexible and detailed
Qualifications
Bachelor’s Degree required; Master’s Degree preferred in a related field and five (5) years work experience; or an equivalent combination of education and experience deemed to be adequate. Previous facility management and commercial lease experience preferred.
Additional Information
Applicants should include a cover letter and resume as a PDF or Word document.
Successful candidate must be a city of Philadelphia resident within six months of hire.
The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@ phila.gov. For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx