The position of Facilities Manager-Facilities Inspector reports to the Director of Facilities, Insurance and Risk Management and is primarily responsible for overseeing facilities, planning and construction services within the Diocese of San Jose; the position is also responsible for conducting regularly scheduled facility inspections at diocesan locations; which include but are not limited to parishes, schools, cemeteries, agencies, and other owned and leased properties (improved and unimproved).
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING, FACILITIES:
(other duties may be assigned)
Construction Project Management:
- Reviews and coordinates construction of all new jobs and remodeling in the Diocese. This includes site inspections, contract review, contract coordination, and meetings with contractors, pastors, parish officials, building officials, and consultants.
- Manages the diocesan bidding process as required by diocesan policy and best practices; this position assists and guides the diocesan locations in the establishment of projects. This includes working with their administration to help create an outline scope of work based on their vision and facility needs; creates a request for proposal; schedules pre-bid walk-through; assists with information requests form bidders; opens submitted bids, reviews them for completeness, compares prices, and makes recommendations on lowest responsible bidder; presents to the Bishop’s Building and Maintenance Committee (BMC) for recommendation for approval and when approved assists with contract document execution; monitors the project for compliance with project drawings and/or specifications through project inspection and review of contractor’s submittals.
- Assists the Director of Facilities evaluate feasibility and needs assessment plans for diocesan locations for new construction, renovation, and maintenance projects.
- Assists the Director of Facilities with the review of all phases of new construction projects (including portables) and assists diocesan locations in screening and selecting architects, engineers, and contractors; checking credentials, licenses, experience and makes recommendations. Gives guidance through the bidding process to make sure that all legal and diocesan requirements are followed. Ensures that appropriate permits are pulled, and the work is installed per code through permit inspections by the authority having jurisdiction (AHJ).
- Reviews construction and renovation contracts to ensure the protection of the Corporation Sole and Welfare Corporation and reviews payment requests and change orders to avoid cost overruns; recommends approval of projects, payment requests, and change orders to the approval authority.
- Works with the Director of Facilities to provide the agenda for the monthly Building and Maintenance Committee (BMC) meeting which details all projects greater than $20,000 with information on need, reason, bids received, timing, etc. Following the BMC recommendation for approval, provides the BMC minutes to Bishop for his approval. In the absence of the Director of Facilities, serves as the secretary for this committee.
- Provides 24-hour emergency assistance and direction to diocesan locations, which include parishes, schools, cemeteries, agencies, and other owned and leased properties (improved and unimproved) for handling emergency situations which may include, but are not limited to vandalism, fire, storm damage, flooding, plumbing issues, power outages, gas and water leaks, system failure(s), hazardous material, and earthquake damage assessments. This may include calling law enforcement, utility companies and/or emergency service provider (vendors). Must be available 24-hours a day for emergency response and communication using their provided cell phone.
- Inspect the locations of reported emergency situations, record site conditions, and make recommendations for repairs if needed. May recommend companies to quote work and make repairs. Liaise with Insurance and Risk Management to provide incident reports. May personally handle the repairs for smaller jobs.
- Reviews plans and specifications, prepares outline specifications and provide budget cost estimates for maintenance, tenant improvement and repair projects. May pull building permits as needed.
- Supervises of roofing, paving, electrical, mechanical, and painting jobs that generally do not have an architect/engineer or consultant.
Facilities and Building Operations:
- This position is directly responsible for the building operations of the following diocesan locations; The Cathedral Basilica Saint Joseph, the Chancery office building, the Archive Center, the Newman Center at SJSU, various property leases/rentals and the Bishops’ homes. Where applicable this is coordinated with the on-site facility managers, business managers, staff, or tenants. This may include but is not limited to coordinating and scheduling regular compliance inspections, maintenance and repairs as needed or required; setting up routine services like landscaping, garbage, cleaning, and utilities; establishing and monitoring budgets; regularly walks these properties to note and handle any issues discovered.
- Provides direction and assistance to all other diocesan locations on facility management and building operations as requested by clarifying diocesan policies, providing suggested lists of vendors/contractors, and recommending possible solutions to issues they may be facing.
- Regularly monitors facility management software program for service requests, seeks and implements solutions to the requests and updates the program once the service request has been addressed. Handles many smaller tasks and repairs themselves like changing out light bulbs, hanging pictures, painting, moving furniture, etc.
- Assists the Director of Facilities on the management of property leases; participates in the lease negotiations (pricing and terms, etc.) with the agents. Prepares draft contracts with legal counsel, Director of Facilities and CFO.
- Assists the Director of Facilities with the survey and updating of all fixed assets (building/structure/land) to ensure that they reconcile with all parcels recorded with the Assessor’s Office of the County of Santa Clara. Reviews valuation of properties for insurance and assessment purposes; this includes filling out and submitting annual tax assessment paperwork.
- Reviews and maintains a current, accurate and complete list of insured of properties.
- Provides logistics for Chancery events; for big events provides the events’ leads with vendor-supplier list for permits, tents, heaters, tables/chairs, sound systems, security guards, etcetera; for smaller events may personally handle the logistics by doing the setup themselves.
- Reviews and revises Office of Facilities inspection forms, insurance forms, check lists and pre-inspection check lists as necessary. Works with the Director of Facilities in reviewing and updating various department regulations, policies, and procedures as necessary.
- Performs regular inspections of diocesan locations; which include but are not limited to parishes, schools, cemeteries, agencies, and other owned and leased properties (improved and unimproved) for;
- Building and property deficiencies and makes recommendations for repair and/or corrections in preparation for local fire department, county environmental services inspections and other government agencies.
- The presence of working and compliant fire protection equipment; verification of inspections and service.
- Addressing regulated materials such as asbestos materials; uses previously prepared reports which have identified locations of regulated materials to record any changes such as encapsulation or removal. Also addressing contaminants (hazardous materials) encountered that may include lead, radon, PCB (polychlorinated biphenyl), and other toxic materials. This includes all aspects of addressing the regulated materials and contaminants which include selecting consultants, labs, and contractors to take samples and readings and performing the work necessary for abatement and/or clean-up. Provides direction to diocesan locations on these processes.
- Loss Prevention and Risk Management; Utilizing hazard and IIPP inspection forms prepared by the Director of Insurance and Risk Management, conducts facility safety inspections to identify hazards and other concerns needing correction. Prepares written reports and submits to the inspected facility via email and regular mail noting identified deficiencies, photos, recommendations for correction. Follows up with inspected facility.
OTHER OR SHARED RESPONSIBILITIES:
- Review conditions of properties for accident prevention through the facility safety inspections and work collaboratively with the Director and Manager of Insurance and Risk Management to identify trends and recommend solutions for reducing exposure. Inspects the locations of reported accidents, record site conditions, and make recommendations for repairs if needed. Liaise with the Insurance and Risk Management to provide incident report.
- Assists Insurance and Risk Management with obtaining certificates of insurances for the locations for festivals, carnivals, field trips, rental of facilities and other insurance requests.
- Assists in gathering information from other departments and diocesan locations for annual insurance policy renewals and the materials as requested by the Director
- Assists the Director and Manager of Insurance and Risk Management with scheduling and conducting safety training from preprinted materials or media; ensures that OSHA required posters are posted in all locations; attends OSHA training programs; conducts Safety Programs and Emergency Response Programs.
- Schedules and coordinates various training sessions along with tracking attendance electronically for all diocesan employees, including Catholic Charities. These training sessions include but are not limited to the following topics; Vehicles, Fire Extinguishers, OSHA, IIPP, Ergonomics, Risk Management, Safety and Wellness.
- Coordinates interdepartmental efforts as needed; example is working with DSJ IT at various diocesan locations for the installation and maintenance of internet and phone service. May be asked by other departments to be a member of a review group or interview panel.
- Performs other job-related duties as assigned.
THIS POSITION SUPERVISES: Does not currently supervise any employees but may supervise personnel assigned to conduct inspections and related duties.
QUALIFICATIONS TO PERFORM THIS JOB SUCCESSFULLY:
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, ability, or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
Education and/or Experience: BA/BS Degree plus a minimum of 5-7 years of experience with various facets of construction, project management, building maintenance and operation, or equivalent combination of education and experience.
Language Skills: Excellent oral and written communications skills, as well as effective communication with all levels and proficient in building construction terminology. Excellent interpersonal, customer service, and presentation skills. Bilingual Spanish a plus. Ability to compose reports and other business correspondence.
Computational Skills: Strong mathematic, calculating, and accounting and budgeting skills required.
Reasoning Ability: Excellent assessment, reasoning, and problem-solving skills.
Technical Skills: Proficiency in Microsoft Office Software: Word, Excel, PowerPoint, and Outlook. Ability to read and understand technical specifications and drawings. Ability to communicate effectively with professionals, diocesan staff, parish/school staff and tradesmen. Ability to cost estimate work, provide outline specifications, and create schedules and timelines. Ability to record video and take photos for documentation purposes.
Certificates, Licenses, Registrations: Valid contractor’s license preferred. Valid driver’s license required.
Physical Demands: While performing the duties of this job, the employee is regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects and talk or hear. The employee is required to stand, walk, and reach with hands and arms and occasionally lift up to 50 lbs. Specific vision abilities required include close vision, depth perception and ability to adjust focus. While performing the duties of this job the employee will be required to inspect property in existing condition or under construction; this will necessitate the ability to climb a tall ladder, walk on a roof, crawl under a building in a limited access area, etcetera.
Physical Environment: When working at the chancery offices the employee will work in an individual cubicle. The cubicles are situated next to one another. The noise level is generally quiet. When working outside or at parishes throughout the Diocese the physical environment will vary.
Working Conditions: The employee’s office location is at the chancery, but the employee must be willing and able to travel frequently to parish and school sites as required. They must be able to work cooperatively with other members of the diocesan staff, with pastors, principals, staff, parish and school finance councils, parents, outside contractors and the general public. Must have strong managerial and administrative skills, be a self-starter and motivated, able to work independently with a sense of immediacy, be able to prioritize work and multi-task. Must be able to serve on committees, which occasionally meet in the evenings and on weekends, with all levels of Church hierarchy. Must be able to make public presentations. Must be able to use discretion and judgement when working on sensitive incidents, sensitive projects, and with outside regulatory/government agencies. Must be able to work outside normal working hours also required as necessary to accomplish the job duties.
Other Requirements: Must have own transportation/vehicle for use on the job (mileage reimbursement available). Knowledge and understanding of the Catholic Church structure, culture, and its mission. Ability to articulate and communicate the vision, mission, and philosophy of the Diocese of San Jose. Must be a practicing Catholic. Familiarity with construction in Santa Clara County, and the roles and responsibilities of churches and schools. Ability and willingness to operate within a complex, culturally and economically diverse environment, including a multicultural work force.
To Apply: Please send your resume, cover letter and three professional references to firstname.lastname@example.org and Jobs@dsj.org
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