Facilities Manager

Description

Reporting to the Director of Operations, the Facilities and Maintenance Manager leads the maintenance, repair, installation, and ongoing upkeep of Inland Valley Humane Society & S.P.C.A. and San Gabriel Valley Humane Society facilities. This role ensures that buildings, grounds, equipment, and essential systems are safe, functional, and dependable, helping to maintain uninterrupted animal care and shelter operations while providing a safe and effective work environment for employees.

Responsibilities

Include but are not limited to:

• Schedules and supervises routine maintenance of the facilities’ systems including, but not limited to, HVAC, electrical, plumbing, and safety systems.
• Manages contractor and service-provider relationships, including coordinating scopes of work, schedules, site access, service quality, and completion of assigned work.
• Monitors equipment and maintenance-supply inventory, identify replacement or replenishment needs, and place orders when necessary.
• Inspects and monitors facilities for electrical and mechanical systems, identify operations issues, and coordinate timely corrective action to maintain functionality.
• Plans and oversees all repair and installation activities.
• Maintains accurate maintenance logs documenting inspections, preventative maintenance, repairs, service dates, and follow-up needs.
• Ensures that assigned buildings and facilities are safe, functional, and fit for their purpose by identifying risks early and providing timely, practical solutions.
• Manages organizations fleet including inventory, purchases, preventative maintenance, repairs, and registration of vehicles.
• Monitors facility-related health and safety requirements, address identified hazards and maintain supporting records in accordance with organizational policies and applicable requirements.
• Maintains cleanliness of the facilities, including coordination of janitorial services
• Analyzes space usage and develop plans for effective layout to accommodate organizational needs.
• Coordinates delivery and setting up of facility furniture and workspaces.
• Organizes office moves and assists department with their transition to new spaces.
• Tracks expenses, the budget for maintenance, and implement cost saving measures where possible.
• Establishes and maintains health and safety procedures within the organization to manage risk by staying up to date on health, safety, and environmental regulations affecting facilities management.
• Ensures life-safety and fire protection system compliance by maintaining fire suppression, detectors, emergency lighting and exit signage.
• Works with Authorities having Jurisdiction for inspections of ongoing equipment including elevators, fire suppression equipment, etc., and remediation of code deficiencies.
• Develops, documents, implements, and periodically reviews preventative and corrective maintenance procedures.
• Supervises, schedules, coaches, and supports maintenance staff; establishes work priorities, monitors performance, and promotes safe and consistent work practices.
• Coordinates facility-related preparedness and response, including addressing urgent building or equipment failures and communicating operational impacts to appropriate staff.
• Works closely with various department heads and management to understand their needs related to facility usage and storage.
• Provides regular updates to leadership team about the status of the facilities and ongoing projects.
• Maintains building security by managing access control systems (FOB readers), including monitoring cameras to conduct regular physical security of facilities.

Qualifications

Education/Experience Required

• High School diploma or equivalent qualification.
• Associate’s degree in facilities management or related field.
• A minimum of 3 years’ experience in facilities management or maintenance.
• Good understanding of the technical features of plumbing, carpentry, and electrical systems, including HVAC and elevator equipment.
• Strong knowledge of facilities, machines and equipment.
• Excellent organizational and leadership abilities.
• Exceptional communication and interpersonal skills.
• Must possess a valid driver’s license, car insurance, reliable transportation, and clean driving record.
• Strong computer skills with the ability to prepare reports and maintain an efficient recording system.
• Support, and represent IVHS & SPCA core values, programs, policies, and procedures.
• Must be available for after-hours calls, evenings, and weekends as operationally required.

Preferred Qualifications

• Bachelor of Arts or Bachelor of Science from an accredited university or college.
• Certified plumbing, mechanical, and electrician preferred.
• 1-2 years of experience working for a non-profit rescue group, humane society, municipal shelter, or other animal welfare agency preferred.

Knowledge and Abilities

• Excellent communication, conversing, and coaching skills to develop healthy relationships with the maintenance staff, contractors, and service providers. 
• Customer service oriented with the ability to balance operations needs with security requirements.
• Confidential and professional approach when handling sensitive information.
• Strong attention to detail and documentation control for audit readiness and compliance items.
• Ability to independently manage multiple high-priority projects simultaneously.
• Problem-solving and decisiveness under pressure during security incidents or facility failures.
• Critical thinking and continuous improvement mindset and execution to optimize processes and reduce risk.
• Time management skills are essential to make sure all maintenance tasks, activities, and schedules are met.
• Negotiation and conflict resolution when working with vendors, service providers, and internal stakeholders.
• Ability to manually conduct inspections and have a hands-on approach to maintenance management.
• Proficiency in computer skills, including managing databases, word processing, spreadsheets, and various management software.
• Ability to independently manage multiple high-priority projects simultaneously.
• Must commit to working a varied schedule, including weekends, evenings, after hours, or in an emergency, as required.
• Strong interpersonal skills, a team player, personable, professional, and able to get along with people from different backgrounds, as well as the ability to handle sensitive and confidential situations.
• Ability to work in a fast-paced environment with well-developed organization skills to juggle multiple competing tasks and demands.
• Self-directed with ability to work independently/meet deadlines in a fast-paced work environment with little direct supervision.
• Intermediate to advanced experience using Microsoft Office Suite (Word, Outlook, Excel) and shelter, security, and access control software.
• Exceptional organizational, analytical, interpersonal and conflict resolution skills.

Physical Demands/Work Environment

• Work is performed in a setting within an animal shelter facility. Regular exposure to animal shelter conditions: odors and airborne particles including animal fur.
• Occasionally lift, carry, and position heavy objects when moving supplies and assisting with special tasks. 
• Typically stand, bend, stoop and crouch while working with staff. Regular movement about the campus to coordinate work. 
• High levels of noise.
• Work indoors and outdoors in a variety of weather conditions including extreme heat and cold.
• Work is performed in a setting within an animal shelter facility. Regular exposure to animal shelter conditions including odors, airborne particles, and animal fur/dander.
• Must be able to:
  • Routinely lift 50 pounds and perform strenuous daily activity including, but not limited to lifting, carrying, reaching, stooping, squatting, cleaning, and bending.
  • Work at a computer for extended periods of time with repetitive typing, sitting, arm, and hand motion. 
• Exposure to dogs, cats and other animals of all sizes, temperaments, and medical status.
• Regular movement about the campus to coordinate work.

Inland Valley Humane Society & S.P.C.A. and San Gabriel Valley Humane Society Core Values:

 Pawsitive- Embracing optimism at all times with animals, ourselves, each other, and our community.  

 Innovative- Leading the change our communities need with commitment to our mission.

Collaborative- Synergy and cooperation with partners and stakeholders to improve lifesaving.

 Kindness- Meeting everyone with compassion and respect.

Supplemental Information:

Only those candidates whose applications and resumes most clearly demonstrate the job-related experience, education, and training sought by Inland Valley Humane Society & S.P.C.A. shall be selected to move forward in the recruitment process. Placement in the position shall be contingent upon the successful completion of a written test with a minimum score of 80%, reference check, prior employment check, Live Scan, and pre-employment medical exam including a drug test.

All qualified candidates are encouraged to apply; Inland Valley Humane Society & S.P.C.A. is an Equal Opportunity Employer.

Salary Disclosure

Compensation will be determined based on factors such as skills, education, and experience. In addition to those factors, IVHS complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous benefits package.