General Summary
The Facilities Assistant Director supports the overall management and daily operations of the Artis—Naples campus, ensuring maintenance activities, safety practices, and facility services run smoothly and efficiently. This role manages an electronic work order system to ensure all maintenance requests are accurately logged, appropriately prioritized, and completed in a timely and efficient manner.
Supervises
Certain staff members of the Facilities Team
Essential Duties & Responsibilities (other duties may be assigned)
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Support the Facilities Director in overseeing daily operations of the Facilities’ team to ensure maintenance work is completed efficiently, safely, and within established budget parameters.
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Implement and manage an electronic work order system, ensuring accurate entry, tracking, prioritization, and the closure of maintenance requests while training departmental staff on proper use and reporting functions.
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Assist in updating all maintenance policies and procedures so all are available electronically.
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Assist in implementing and upholding maintenance policies and standards across all facilities.
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Help develop, monitor, and track departmental budgets, including reviewing expenditures and identifying cost-saving opportunities.
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Contribute to the evaluation of capital and equipment needs; assist in preparing cost estimates and documentation for capital budget recommendations.
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Coordinate, schedule, and monitor repairs and preventive maintenance activities; ensure timely completion and accurate work-order tracking.
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Assist in setting short-term maintenance and repair goals that support operational efficiency and cost-effectiveness.
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Support the facilities and construction components of building and remodeling projects, including contractor coordination and progress monitoring.
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Ensure required licenses, permits, and inspections are maintained; assist in monitoring compliance with OSHA standards and regulations related to mechanical and electrical systems.
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Oversee proper handling and disposal of hazardous materials in accordance with local, state, and federal regulations.
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Support the management of housekeeping operations by coordinating staff, monitoring performance, and maintaining quality and cleanliness standards across all facilities.
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Participate on the Safety Committee; assist in emergency preparedness planning/response.
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Serve as a secondary point of contact for external vendors, contractors, inspectors, and service providers; assist in monitoring work quality and contract compliance.
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Maintain accurate and organized documentation, including maintenance logs, inspection reports, warranties, work orders, and equipment inventories.
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Perform and oversee routine building maintenance, including minor repairs to lighting, doors, fixtures, and general building systems when vendor support isn’t required.
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Support custodial and facilities staff during peak periods to assist with room turnovers or urgent cleaning needs.
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Foster effective working relationships with all Artis—Naples team members and support cross-departmental collaboration.
QUALIFICATIONS
Competencies, Core Values, Education and Experience
Competencies
To perform the job successfully, an individual should possess and demonstrate the following competencies:
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Analytical: Analyzes and interprets data and prepares accurate and insightful reports, statements and projections.
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Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in-group problem solving situations; uses reason even when dealing with sensitive topics.
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Technical Skills: Knowledge of construction, engineering and all facets of property management operations.
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Oral Communication: Speaks clearly, confidently and persuasively in positive or negative situations; listens and gets clarification; participates constructively and thoughtfully in meetings. Maintains poise under pressure.
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Written Communication: Writes clearly and persuasively; presents information effectively.
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Teamwork: Contributes to building a positive team spirit; puts success of team above own interests; builds morale and group commitments to goals and objectives; supports other’s efforts to succeed; fosters a cooperative work environment.
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Leadership: Displays passion and optimism; inspires respect and trust; exhibits confidence in self and others.
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Quality Management: Improves and promotes quality; demonstrates accuracy and thoroughness. Demonstrates attention to detail, ability to multi-task, and commitment to achieve deadlines.
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Business Acumen: Understands business implications of decisions; aligns work with strategic goals.
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Cost Consciousness: Works within approved budgets; develops and implements cost saving measures; contributes to positive revenue generation; conserves organizational resources.
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Diversity: Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.
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Ethics: Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values.
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Strategic Thinking: Assist in developing strategies to achieve organizational goals; understands organization's strengths and weaknesses.
Organizational Core Values
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Collaborative: Work internally and externally to accomplish something together that we may not be able to accomplish separately in order to realize shared goals.
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Transparency: Behave and communicate in a manner that exudes openness and sheer honesty.
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Excellence: A standard of performance that surpasses ordinary standards.
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Accountability: The acceptance and assumption of responsibility for actions, decisions and results.
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Patron-first: Place the patron at the center of our efforts.
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Integrity: A commitment to the highest standards, values and principles through every action and decision.
Education/Experience
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Bachelor of Science degree or equivalent experience
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Minimum 5 years of facilities, building operations, or maintenance management experience
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Knowledge of building systems (HVAC, electrical, plumbing, life-safety systems)
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Experience managing vendors, contractors, and building service providers
Physical Demands
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 accommodation may be made to enable individuals with disabilities to perform the essential functions.
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While performing the duties of this position, the employee is regularly required to sit and use hands to handle, or feel.
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The employee is frequently required to reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk.
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The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds, and occasionally employee may be required to move up to 100 pounds.
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The employee may be required to crawl in high and or tight spaces.
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Specific vision abilities required by this job include close vision and color vision.
Work Environment
The work environment is varied and may include outdoors during inclement and or hot weather, exposure to vibrations, noise, and electrical connections.
This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
