Facilities Manager

Position: FACILITIES MANAGER

Status: Full-time, 12 Month Exempt Employee

Reports to: Director of Operations

PURPOSE AND SCOPE

The Facilities Manager provides leadership for the operation, maintenance, safety, security, and long-term stewardship of the physical facilities and grounds serving Annunciation Parish, Academy, and Early Learning Center. This role requires a steward and servant leader who embraces challenges, delegates effectively, and empowers internal team members and vendor partners to ensure the responsible stewardship and care of every corner of the Annunciation campus. The position oversees day-to-day facility needs, preventive maintenance, landscape maintenance, capital repairs and improvements, vendors, contractors, and assigned staff to ensure that campus spaces are safe, functional, welcoming, and supportive of the Church’s mission. Working in collaboration with the Pastor, Principal, and Director of Operations, the Facilities Manager helps establish facility priorities, develops project plans and budgets, coordinates diocesan and governmental requirements, and communicates effectively with campus leadership, staff, ministries, volunteers, and outside partners.

The Diocese of Orlando four core values lay the foundation for the work performed by employees.

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living.

2. Respect: Affirming each person’s God-given dignity and uniqueness.

3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.

4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. 

Facilities Operations and Maintenance

· Oversee the daily operation, maintenance, repair, and appearance of all Parish, Academy, Early Learning Center, rectory, and campus facilities and grounds.

· Establish, document, and monitor preventive maintenance programs for building systems, equipment, grounds, and other physical assets.

· Coordinate and manage all landscaping and grounds maintenance activities across the campus, including but not limited to irrigation systems, tree care, seasonal enhancements, athletic and recreational areas, and overall campus appearance.

· Assess facility needs and coordinate repair or replacement of major building components, including HVAC, electrical, plumbing, roofing, lighting, parking areas, and related systems.

· Conduct regular campus inspections, identify deficiencies, prioritize corrective action, and maintain appropriate service and maintenance records.

· Oversee campus vehicle fleet maintenance, inspections, registration, insurance compliance, and replacement planning to ensure vehicles remain safe, reliable, and properly protected. 

· Coordinate campus setup, facility access, and operational support for liturgies, school activities, parish programs, special events, and seasonal church environments.

· Respond to facility emergencies and coordinate after-hours support when needed.

Capital Projects, Construction, and Vendor Management

· Manage approved repair, renovation, improvement, and construction projects from initial assessment through completion and closeout.

· Coordinate design review, permits, contracts, change orders, payment documentation, project meetings, inspections, warranties, and closeout requirements.

· Monitor contractor and vendor activity for quality, safety, schedule, budget, and compliance with approved plans, specifications, codes, and diocesan standards.

· Maintain effective communication with campus and diocesan leadership regarding project status, risks, decisions, and required approvals.

Safety, Security, and Compliance

· Oversee facility-related safety and security systems and coordinate measures that protect people, property, buildings, and grounds.

· Promote safe work practices and ensure that maintenance operations, contractors, and projects follow applicable policies, codes, standards, and regulatory requirements.

· Coordinate with appropriate staff, vendors, public authorities, and emergency responders regarding facility safety, security, access, inspections, and incident response.

· Ensure that facility use, access, and scheduling comply with all diocesan Safe Environment policies and applicable safety requirements, using best practices to protect everyone on campus, especially children and vulnerable populations.

· Support documentation and corrective action related to facility inspections, insurance matters, identified hazards, and risk-management needs. 

· Maintain organized records for contracts, warranties, inspections, permits, equipment, service history, keys, access systems, and vendors.

· Provide facility updates, recommendations, and supporting information for leadership, councils, committees, and diocesan offices as requested.

Staff Leadership and Campus Collaboration

· Supervise assigned maintenance and security personnel, including scheduling, training, work assignments, performance expectations, and follow-through. 

· Develop and manage effective systems for receiving, prioritizing, assigning, tracking, and completing maintenance requests while coordinating schedules and workflows to promote timely service and effective team collaboration. 

· Coordinate the timely procurement, availability, and responsible use of materials, supplies, tools, and equipment needed to minimize delays and complete assigned work on schedule. 

· Ensure that staff have clear responsibilities, appropriate tools, materials, and information to perform their work safely and effectively. 

· Coordinate the work of contractors, vendors, volunteers, and committees supporting facility operations and campus projects. 

· Build collaborative working relationships among the Parish, Academy, Early Learning Center, diocesan offices, ministries, and outside authorities. 

· Communicate professionally, maintain confidentiality, and respond promptly to facility requests while balancing urgency, impact, and available resources.