Director of Facilities & Operations

Job Title: Director of Facilities & Operations

Reports To: Regional Vice President

Location: The Heights at Montclair
State University, Montclair, NJ

Compensation: $115,000.00-$125,000.00 per
year and a comprehensive benefits package

FLSA
Status: Exempt

Company Information

Capstone
On-Campus Management (COCM), with headquarters in Birmingham, Alabama, is a
group of student housing professionals focused exclusively on
the management of housing communities owned by non-profits and/or highly
affiliated with a university.

Summary

The primary responsibility of the Director of Facilities & Operations is the
overall maintenance and custodial of The Heights at
Montclair State University in Montclair, NJ. Areas of responsibility include, but are
not limited to, fiscal oversight,
hiring/training/supervision of maintenance and custodial team members, capital planning,
development/implementation and oversight of all
maintenance, cleaning, and preventive maintenance plans, and close collaboration with campus
partners to create and maintain a satisfactory
housing experience for residents in the community.

Primary
Responsibilities:

• Seamless
  Assimilation: Provide leadership, development and program management for residential
  community integrating it into the institutional
  culture
• Point Person: Represent and provide communication about the residential
  community to University, owner, auditors,
  state/county/city housing stakeholders, and corporate staff.
• Client Relations: On site
  coordination, communication and liaison
  with the University; more specifically, Residential Education and Services, Student Affairs, Finance
  and Treasury, University Facilities,
  Auxiliary Services/Dining Services, Fire Safety, University Police, Parking Services, University and
  Community Relations, etc.
• Accountability: Assume accountability for the management and administrative operation of the residential
  community including office
  management, staff supervision, and facility management.
• Supervision: Directly supervise one Assistant
  Director for Facilities and
  one Maintenance Supervisor. Oversee supervision of subordinate employees in the areas of Maintenance and
  Operations; responsible for the
  overall direction, coordination, and evaluation of these units. Carry out supervisory responsibilities in
  accordance with the organization’s
  policies and applicable state and federal laws. Responsibilities include interviewing, hiring, and
  training employees; planning, assigning,
  and directing work; appraising performance; rewarding and disciplining employees; addressing
  complaints and resolving problems; maintaining
  personnel documentation and process bi-weekly payroll employees.
• Human Resources:
  Oversee human resource functions such as
  benefits, workers compensation claims, payroll processing, hiring, training and evaluating for
  direct and indirect reporting staff.
• Emergency Response: Available for emergency response at all times (unless arrangements are
  made with supervisor); Support of
  after-hours duty staff, which may include response expectations at site.
• Reporting: Distribute
  regular status reports about the
  residential community including a weekly operations report, weekly licensing report, and collaborative
  reporting with the University for
  collections, occupancy, and subordinated expenses; also includes bi-annual furniture, fixture, and
  equipment report and tracking; providing
  prompt and thorough documentation for incidents that may create liability.
• Budgets:
  Manage operating and capital budgets. Includes
  developing annual budget proposals, presenting budgets to University and Owner for approval,
  ensuring all expenditures fall within budget
  expectations, planning for unexpected expenses, tracking and approving expenditures, accounts
  payable functions, submitting monthly budget
  variance explanations, and communicating with corporate accountant.
• Accounts Payable:
  Provide oversight of the accounts payable
  area including processing invoices for payment, tracking expenditures, containing costs and
  providing reports regarding expenditures.
• Contracts: Manage vendor/contractor relationships including negotiating for the most
  cost effective and high quality services and
  monitoring vendor activities for contract compliance.
• Facilities’ Programs: Oversee
  facility management program including an
  active preventive maintenance program, promoting a culture of sustainability, a responsive
  maintenance ticket system with low call back
  volume, a well-regulated housekeeping and grounds-keeping program, inventory control and asset
  management, and ongoing quality improvement
  efforts.
• Turn(s): Manage annual “turn” of apartments between contracts including
  assisting institution in conducting an efficient
  and student friendly move in/move out processes.
• Service Delivery: Design and
  implement effective systems and processes so
  excellent customer service is provided.
• Other duties as assigned.

Supervisory Responsibilities

Manages subordinate supervisors who supervise employees in the areas of Maintenance, Custodial
and Operations. Carries out supervisory
responsibilities in accordance with the organization’s policies and applicable laws.
Responsibilities include interviewing, hiring, and
training employees; planning, assigning, and directing work; appraising performance;
rewarding and disciplining employees; addressing
complaints and resolving problems.

Qualifications

An ideal candidate
will have strong experience in financial
reporting, facilities management/maintenance and capital planning, marketing (print, online, social
media and events), managing housing
contracts/assignments, accounts receivables/payables and feels comfortable and is fluid in social media
platforms. Has excellent verbal and
written communication skills to interact with campus partners, students, staff, families, and community
members are needed. Effective time
management, attention to detail, and the ability to manage competing priorities will be necessary for
success too.

Required
Minimum Qualifications:

• Bachelor’s degree.
• 7+ years in student housing
  operations, property management,
  facilities management.
• Previous experience in operations including budget, personnel, analyzing
  data, report generation, business
  administration processes, facilities management, and budget management.
• Strong communication
  and interpersonal skills with the
  ability to collaborate effectively with students, staff, and campus partners.
• Proficiency with
  Microsoft Office, student housing
  management software and work order management systems.
• Ability to operate standard office
  equipment (e.g., copier, computer,
  telephone).
• Experience supervising full-time staff.
• Strong attention to detail and
  organizational skills.
• Ability to manage multiple tasks and competing priorities in a dynamic environment.
• Ability to
  lift and/or move up to 35
  pounds.

Preferred Qualifications:

• Master’s degree preferred in higher
  education, student personnel,
  business administration, facilities, project management or a related field.
• Knowledge of building
  systems such as chilled water
  HVAC systems, fan coil units, building automation control systems, rooftop outside air units, etc.
• Experience in the
  implementation of capital projects, development of maintenance reports and presentation of results to constituents, and
  experience in
  student or multi-family housing or in a higher education environment.

The work environment characteristics
described here are
representative of those an employee encounters while performing the essential functions of this job. The work environment
is mid-to-high
paced. The noise level in the work environment is usually moderate.

The physical demands described here are
representative of those
that must be met by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable
individuals with disabilities to perform the essential functions.

While performing the duties of
this job, the employee is regularly
required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently
required to walk, climb stairs, and reach
with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or
crawl. The employee must occasionally lift
and/or move up to 35 pounds. Specific vision abilities required by this job include close vision
and distance vision. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is not employment
contract.

Salary commensurate on experience. Competitive benefits package, including health benefits,
dental benefits, vision
coverage, and 401K.

If you are unable to submit an application because of incompatible assistive technology
or a disability, please
contact COCM Recruitment from our website. We will make every effort to respond to your request for assistance as
soon as possible.

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