Facilities Manager

Pasadena, CA

Full Time

Job Description

The Facilities Manager is responsible for overseeing the maintenance, security, landscaping, and overall upkeep of the Pasadena property. This role ensures the property complies with all relevant city regulations and ordinances, manages maintenance and operational activities, and seeks funding opportunities through grants. Additionally, the Facilities Manager serves as the primary point of contact for potential property rentals and event inquiries. The Manager works directly with the Director of the Western Region office and the regional board to maintain a safe and well-maintained environment for daily operations and events.

Responsibilities

Maintenance and Facility Management:

• Maintain up-to-date inventories of equipment, janitorial supplies, and facility resources
• Collaborate with the Director and board to obtain basic bids for property upkeep and repairs
• Oversee and coordinate schedules and assignments for cleaning, security, and maintenance staff
• Ensure the proper functioning of essential systems (sound, electrical, phone, HVAC, etc.) and manage troubleshooting and repairs
• Create and manage maintenance request forms, ensuring timely follow-up and resolution of issues
• Monitor and maintain vending machines, ensuring stock levels of snacks and drinks are adequate, and submit monthly inventory reports to the Director
• Oversee the purchase of coffee, tea, water, and snacks for office and staff use
• Coordinate routine facility maintenance services such as pest control, waste management, and seasonal landscaping
• Manage building security, including opening and closing the property as needed, and oversee alarm system operations
• Ensure compliance with all City of Pasadena building codes, zoning laws, and environmental regulations
• Monitor and manage inspections, permits, and any compliance-related maintenance or upgrades required by the City of Pasadena

Emergency Procedures and Safety Management:

• Ensure all chemical and hazardous material information is current for the Fire Department’s website
• Serve as the primary point of contact for alarm system activations and coordinate with the alarm company
• Work closely with the Director to coordinate and implement emergency drills and preparedness training
• Conduct annual reviews of emergency supplies, ensuring readiness for various scenarios
• Update emergency maps and ensure all necessary signage is clearly visible
• Oversee the provision and maintenance of first aid supplies and emergency preparedness materials for events and daily operations
• Properly store and maintain propane tanks, refill as needed

Event Support and Coordination:

• Develop and implement standard operating procedures (SOPs) for event logistics and support
• Support AGBU programs and Committees with any property related, or purchasing related requests
• Oversee setup and cleanup for events held outside of the PAC Theater, ensuring all necessary supplies and resources are available
• Provide cost estimates and collaborate with vendors for event-related services, including equipment rentals, catering, or other third-party needs
• Ensure that event spaces are properly prepared and maintained before, during, and after events
• Serve as a point of contact for external vendors and event organizers as needed
• Work closely with PAC Venue Manager to support as needed with upkeep and maintenance related matters

Grants and Funding:

• Investigate, identify, and apply for relevant grants or funding opportunities to support property improvements, facility upgrades, or maintenance needs
• Collaborate with the Director to ensure all necessary documentation is submitted accurately and on time for grants related to compliance, safety, and operational enhancements
• Maintain records of grant applications and expenditures to ensure compliance with funding requirements

Property Rentals and Inquiries:

• Serve as the primary point of contact for potential property rentals and event inquiries, responding to inquiries and coordinating with interested parties
• Provide property information, rental rates, and availability to external parties seeking to rent the property for events, meetings, or other uses
• Collaborate with the Director and regional board to review rental agreements, contracts, and requirements
• Oversee the logistics and coordination of property rentals, including setting up, ensuring facilities are in good condition, and managing any necessary preparations

Requirements- Skills/Qualifications

• Strong organizational skills with the ability to manage multiple projects and priorities
• Excellent communication and interpersonal skills, with experience in collaborating with diverse teams and external partners
• Proficient in using technology and with relevant applications including MS Office
• Ability to respond effectively in emergency situations and handle troubleshooting for facilities and systems
• Proven experience in property management, facilities operations, or similar roles is preferred
• Knowledge of safety regulations, emergency preparedness, and basic building systems (HVAC, electrical, plumbing, etc.)
• Experience managing compliance-related maintenance with local government agencies, particularly the City of Pasadena
• Ability to research and apply for grants and funding opportunities related to property maintenance and improvement
• Experience managing property rentals or coordinating with external tenants
• Physical ability to oversee property operations, including lifting, walking, and coordinating hands-on activities as needed
• Knowledge of the Armenian and Spanish languages is highly desirable but not required
• Flexibility to work in the evenings and weekends

How to Apply:

• Please send cover letter and resume to jobs@agbu.org

AGBU is committed to promoting diversity and inclusion and employs regardless of race, religion, color, national origin, sex, disability, age, or veteran status. Email resume and cover letter to jobs@agbu.org. Submissions will be accepted until the position is filled. Initial interviews of strong candidates will be held as submissions are received. Salary commensurate with experience. No phone calls please.