Facilities & Procurement Manager

Description

Francis House Mission and CORE Values

“Francis House provides a home and extended family to persons with terminal illnesses so they can die with dignity surrounded by the unconditional love of God.” We will use our lived experience as a resource for others.

Our CORE Values are Compassion, Acceptance, Respect, Dignity

Position Summary:

The Facilities and Procurement Manager is responsible for ensuring the safe, efficient, and cost-effective operation of the organization's physical facilities while overseeing purchasing, inventory management, vendor relationships, rental property management, and capital asset stewardship. This position provides leadership in facilities operations, long-range capital facilities planning, and property management to ensure organizational assets are maintained, enhanced, and aligned with the organization's mission and strategic priorities. 

The Facilities and Procurement Manager plays a critical role in creating and sustaining a welcoming, safe, and well-maintained environment for residents, families, volunteers, staff, tenants, and visitors by coordinating facility maintenance, regulatory compliance, procurement activities, capital improvement projects, and operational support. The position also oversees the management of organizational rental properties, including maintenance coordination, vendor oversight, tenant-related operational matters, and long-term property preservation.

Working collaboratively with the Board of Directors, executive leadership, staff, contractors, volunteers, and community partners, the Facilities and Procurement Manager develops and implements annual facilities and capital improvement plans, responsibly stewards organizational resources, and ensures that facilities and properties continue to support the organization's mission, operational excellence, and long-term sustainability.

Also, oversees professional office space for multiple administrative staff as well as storage, pantry, and laundry facilities. This includes knowledge of all aspects of building, capital, and facilities planning and upkeep, managing facilities-related projects, exterior grounds, and ensuring that all facilities meet health and safety standards. The Facilities and Procurement Manager is also responsible for the management of all Francis House rental properties. 

Essential Job Duties and Responsibilities:

· Develops the annual facilities management plan in collaboration with the Board and  executive leadership, and oversees the successful implementation and completion of all planned initiatives. 

· Collaborates with construction managers, Board and executive leadership, skilled trades professionals, and volunteers to successfully plan, coordinate, and execute capital improvement projects of varying scope and complexity.

· Responsible for all maintenance processes and operations. This includes preventative, seasonal, and regular maintenance, development and execution of safety procedures and any necessary staff interaction or training. 

 Handles necessary repairs and maintenance in house when possible. If outsourced services are needed, establishes and monitors maintenance contracts and obtains certificates of insurance from contractors. Secures bids and recommends contracts for ad hoc professional services.

o Makes all necessary purchases for incidental repairs based on Procurement Policy thresholds. Establishes and manages relationships with service providers and contractors to ensure responsiveness and mutual benefit. 

· Ensures all appliances and systems are in good working order and buildings are neat, clean, and uncluttered. Maintains a maintenance supply inventory.

· Cultivates, recruits, coordinates, and supports volunteers engaged in landscaping, maintenance, and facility improvement projects. Provides guidance and oversight for projects that enhance the safety, functionality, and beauty of the property, including landscaping, seasonal plantings, lawn care, window cleaning, exterior maintenance, and other grounds and facility beautification initiatives.

· Performs routine maintenance, repairs, and facility improvement projects, including painting, patching, carpentry, and general upkeep, to maintain a safe, functional, and welcoming environment that meets organizational standards.

· Provides guidance, training, and support to household volunteers and staff regarding facility operations, maintenance practices, safety protocols, and changes to procedures impacting Francis House. Communicates proactively with departmental leaders regarding facility needs, safety concerns, operational issues, and recommended improvements.

· Maintains accurate and comprehensive electronic records of purchases, warranties, preventive maintenance schedules, service histories, and equipment lifecycle information to support effective asset management, budgeting, and replacement planning.

· Prepares the annual household budget including anticipated capital expenditures.

· Oversees maintenance and operation of building systems, including HVAC, electrical and plumbing, through regular inspections and proactive maintenance. 

· Builds and maintains relationships with community vendors.

· Develops and tracks annual facilities plan, ensuring alignment with organizational goals, regulatory compliance, and long-term maintenance priorities

Facility Maintenance, development and support– 80% of time

· Routinely surveys exterior of home for issues of safety and/or repair, including parking lots and walkways. Inspect building interiors daily including resident rooms, restrooms, all common areas and basement for needed repairs, fire risk, or other hazardous conditions (slip and fall risks, hanging ice, etc.). Identifies potential issues and troubleshoots as necessary.

· Handles necessary repairs and maintenance internally for the house and Francis House’s rental properties including (but not limited to):

· Minor building repairs such as fixing drywall, painting, repairing doors, and addressing electrical or plumbing issues.

· Perform routine and preventative maintenance tasks, including replacing light bulbs, changing filters, and checking the functionality of safety systems like fire alarms.

· Repairing and replacing faulty equipment parts. 

· Installs equipment and appliances.

· Works with the hospitality and resident care teams to ensure that interior updates reflect the values of St. Francis through its design, community culture, and daily practices

· Responds to repair and maintenance requests in a timely fashion. 

· Provides regular fire drills for all staff to ensure safety guidelines and policies are known and followed 

· Complies with all Francis House safety regulations. 

Procurement - 20% of time 

· Conducts all procurement functions, including sourcing, vendor management, and purchasing operations that are within budget and align with the strategic plan. Contract/quote negotiation and approval to be signed off by Executive Director. 

· Develops and implements procurement policies, procedures, and systems to ensure cost-effective and timely acquisition of goods and services.

· Collaborates with internal departments to forecast purchasing needs and align procurement strategies with organizational goals.

· Builds and maintains strong relationships with key suppliers, ensuring quality, compliance, and performance standards are met.

Requirements

Education and Experience: 

· Associates degree in construction management or related field, bachelors preferred 

· High School Diploma or equivalent. 

· Trade school or vocational training a plus.

· At least 10-15 years of building maintenance, construction, or similar experience required.

· Supervisory and/or project management experience preferred.

· Annual facilities plan creation.

· NYS Driver License required. 

Knowledge, Skills, and Abilities:

· Knowledge of basic building systems (plumbing, HVAC, electrical). 

· Knowledge of basic preventative maintenance principles and practices. 

· Experience using power tools, hand tools, electric tools, and plumbing tools.

· Knowledge of operation and proper maintenance of tools, equipment and machinery used in the building trades.

· Must demonstrate strong communication and interpersonal skills.

· Must demonstrate excellent organizational/planning skills.

· Excellent problem solving and time management skills.

· Attention to detail and the ability to follow instructions.

· Recognizes needs/necessary improvements and takes the initiative to address these issues.

· Physical stamina to stand, lift, and move heavy equipment or supplies.

Equipment Used: 

· Hand tools, power tools, electric tools, plumbing tools. 

· Computer Software: Word, Outlook

Physical and Mental Requirements:

· Ability to sit, stand, walk, talk, hear, reach, push, pull, lift, climb, use fingers, grasp, feel, and perform repetitive motions of hands or wrists.

· Exerts up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently to constantly lift, carry, push, pull, or otherwise move objects. 

· Moderate mental and visual attention required to perform machine operations. Work requires some coordination with others. 

Environmental Conditions:

Work is performed in both an indoor and outdoor work environment. There may be regular exposure to seasonal heat, cold, or adverse weather conditions, as well as dust, fumes, or other odors.