Facilities Manager Position

Job Responsibilities

• Maintain and monitor all facility systems and equipment daily, responding to and resolving problems where and when appropriate.
• Identify and develop a plan for maintenance, repair and annual upkeep.
• Develop goals for planning and prioritizing large‑scale maintenance and repair efforts.
• Maintain exterior landscaping, including weed control, mulching, watering, and spring/fall clean up of all planting beds. Coordinate spring plant donations with Noelridge Greenhouse and spring planting schedule with the Cedar Rapids Garden Club. Water interior Quarton Atrium plantings weekly and oversee monthly maintenance of those plants with Pierson’s Flower Shop and Greenhouses.
• Work in partnership with the Business Manager, Curator, and Executive Director to prepare for emergencies through risk management planning, coordinate safety training for all staff to include fire safety, fire extinguisher, and evacuation procedures. Serve as a member of the Emergency Response Team.
• Manage annual department budget, keeping records of expenditures, repairs and maintenance on all buildings and properties.
• Manage vendor contracts for all facility systems, HVAC, boilers, compressors, fire alarm, timed control systems, fire suppression system, elevators, security systems, etc. Maintain preventative maintenance schedules, work forms, and bids for services. Request bids, proposals, and information for all facility repairs and present cost proposals for approval to the Business Manager, Executive Director, and the Building Committee of the Board of Trustees as necessary.
  
  Schedule approved repairs, oversee work completed, and record all repairs in maintenance repair logs. Strong procurement and negotiation skills. Prepare and maintain an emergency list of vendors to be contacted in the event of specific building emergencies.
• Manage vendor service contracts and schedules for janitorial services, snow removal, landscape care, waste disposal, plant care, etc. Prepare and provide written instructions for cleaning the facility to janitorial personnel. Order janitorial supplies.
• Knowledge of security practices, systems, and procedures. Maintain the security systems ensuring that they are in proper working order. Responsible for regular security updates of both software and hardware to keep the security system working properly. Set and reset alarms as needed. Respond to alarm calls during the day and outside regular museum hours. Prepare and maintain Emergency Call Lists and provide those to the security monitoring company, security services, police, fire department, and other service contract personnel.
  
  Prepare and provide written procedures for contract guard services, including facility opening/closing instructions, facility monitoring, emergency procedures, etc. Communicate regularly with the guard on duty. Maintain hand‑held radios used by security and staff. Maintain the security of all facility access cards and keys. Issue access cards and keys to designated staff and maintain the log of all keys issued and returned, conducting a regular annual inspection.
• Protect and maintain original architectural blueprints of the facility, storing them properly, and providing copies of sections to vendors as needed.
• Maintain catalogue and inventory of facility paint colors, light bulbs, and other facility supplies.
• Maintain log of purchases and warranty information on products, services, and supplies.
• In coordination with the Registrar and Curator, track and record temperature and humidity levels in the galleries and adjust the mechanicals as may be necessary to maintain proper levels.
• Assist the Curatorial department by lighting the new installations and exhibitions.
• Setup and take down for facility rentals, programs, exhibition receptions, Board meetings, and other functions as scheduled. This requires coordination with co‑workers and includes setup of AV equipment, projectors, tables, chairs, etc., as needed, as well as take‑down and clean up after the events, including trash removal and vacuuming.
• Ability to address day‑to‑day and long‑term responsibilities independently, conveying a professional, positive manner at all…