Position Title: Director of Facilities
Reports to: President & CEO
Status: Full Time (40 hours/week) Salaried Exempt
Pay rate: $110,000-$120,000 per annum
Our Mission
To preserve, restore, interpret, share, and celebrate the unique cultural, historical, and spiritual qualities of lolani Palace and its grounds for the benefit of native Hawaiians, the people of Hawaii, and the world.
Position Summary
The Director of Facilities manages all physical buildings and building systems, to provide a safe, healthy, and comfortable environment for members, guests, volunteers and employees. This position is responsible for the scheduling and supervision of maintenance and repair activities, contracted services, and custodial services.
This position may be required to trouble shoot, diagnose and perform routine maintenance and repair.
This position oversees 3 housekeeping and potentially 1 maintenance position.
The Director of Facilities works closely with the President & CEO and with DLNR and is a key member of the Senior management team. The Director of Facilities is required to be readily available should any potential building emergency take place.
This position is also the Palace Safety Officer.
Key Responsibilities
· Oversee and assist in the maintenance, repair and restoration of the State of Hawaiʻi owned facilities leased by FOIP. They include, but are not limited to structural, electrical, fire and security systems, mechanical (HVAC), and general physical condition of the facilities.
· Manage and oversee all projects relating to these areas, representing FOIP on state-initiated projects, including:
- Serve as Project manager for FOIP-initiated projects, ensuring proper planning and coordination; Work closely with the DSP, architects and Curator and conduct regular project meetings to review progress, address challenges, and ensure alignment. Prepare budgets and schedules, ensuring FOIP operations are not impacted.
- Review and negotiate contracts with suppliers, vendors and contractors
- Research problems and reach out to museums worldwide for advice or information.
- Prepare monthly reports on project status including progress, costs, risks, and issues requiring Executive Director input.
- Monitor work to ensure projects are completed according to plan, schedule and budget.
- Oversee final inspection process, completion of punch lists, and project closeout activities, including final acceptance.
Conduct weekly site walk through of all levels of all facilities to ensure all areas are safe for staff and the public and that all facilities and activities are in compliance with federal, state and county standards for occupational safety and life safety. Document areas needing maintenance or repair, noting date/time of identification and repair.
Maintain a thorough working knowledge of all mechanical and electrical systems in the facilities.
Develop short term (1 year) plans for preventative maintenance repairs.
Develop and implement a long term (1 year+) scheduled preventative maintenance plan, including longer-term life cycle replacement schedules.
Maintain and file all documents electronically including, but not limited to: manuals, blueprints, as builts, building specs and all records of facility maintenance, repairs and renovations. This file must be always kept current. All documents will be copied and shared with DLNR.
Work with Curator to ensure the safety and security of the collections; including maintenance of HVAC to support the optimal collections environment.
Work with Curator on collection moves, exhibit set up and break down. Work with CEO and staff on all organizational moves.
Collaborate with Museum Curator to oversee pest management.
Oversee custodial/housekeeping team ensuring general campus cleanliness/hygiene. Order all housekeeping supplies.
· While the typical work week is Monday-Friday 8am-5pm, this is an on-call position, and there may be nights and weekends where you are expected to report to work. (ie, special events, Kamaʻāina Sundays, etc)
· This position is considered essential personnel in the case of inclement weather or emergencies and must respond to all facility related calls during off duty hours and take action. Must respond in person to meet contractors called in for any emergencies.
Perform other related tasks as requested
SAFETY OFFICER
- Responsible for meeting physical ADA and OSHA/HIOSH compliance standards.
- Be up to date on safety, emergency policies, procedures and protocols. Ensure all staff are trained and compliant via mandatory annual emergency training and fire drills.
- Work with Curator to implement and maintain disaster recovery and Facilities plans.
Position Requirements
- Bachelor’s degree or technical school training in electrical, plumbing or HVAC. Engineering background is strongly preferred
- Minimum 5 years’ experience in operations that includes administrative project management, staff supervision, contract or management and contract negotiation, and facilities maintenance and repairs
- Minimum 3 years’ experience in facilities management that includes a working knowledge of operational systems (electric, water, sewer, HVAC, security) and structural maintenance procedures such as pest control, grounds and structural upkeep and routine maintenance.
- Ability to perform basic maintenance.
- Experience working in a museum or at a non-profit that emphasized programming, exhibit installations and artifact management preferred
- Strong written and verbal communication, interpersonal and analytical skills
- Ability to read and interpret documents including electrical, architectural and mechanical plans.
- Ability to review specifications for physical plant projects; review estimated costs of equipment, materials, labor, and supplies for accuracy
- Ability to prepare Requests for Proposal and bid documents for projects, equipment, and contracted services.
- Ability to work cooperatively and collaboratively with leadership team and staff
- Strong management, communication and interpersonal skills to maintain positive relationships within and outside the organization
- Strong organizational skills to effectively prioritize workloads, create and manage budgets, complete outcomes measurements, and develop results-driven action plans in a timely manner.
- Ability to solve problems and deal with a variety of situations
- Ability to use a computer workstation including keyboard, mouse, printer, internal phone systems, and copy machines
- Experience with spreadsheet software, such as MS Excel, and word processing software such as MS Word.
- Contributes to strategic planning by evaluating and projecting future facility needs and proposing options to achieve them
- Valid driver's license with a clean driving record and use of a personal vehicle to travel
Physical Requirements
- This is a hands-on position
- Ability to sit at a computer station for at least 4-5 hours, review documents and converse on the phone.
- Ability to walk the entire property, climb or balance, stoop, kneel crouch or crawl, climb stairs, ladders and scaffolding.
- Ability to work in precarious or high locations, as well as in cramped or awkward positions.
- Must be able to lift, carry, push and/or pull up to 50 pounds.
- Must be able to accompany contractors into all areas of the FOIP leased facilities.
Benefits
· Medical, Dental, Vision Insurance
· 401(k) Matching up to 3%
· Paid Time Off
· Holidays
· Tour and Gift Shop Discounts
Pay: $110,000.00 - $120,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
