Job Board

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As a courtesy to our members, we have provided job postings opportunities within the field of Facilities Management.

Check out IFMA’s JOBnet for other job positions not listed here.

Would you like to post a job?

To post a job, please send an e-mail with the job title, the company name, salary range, and where you would like applicants to send their resumes. Include as an attachment to the e-mail a full job description in MS Word. If you have an electronic version of your application you may attach that as well.

Send your information to the LA-IFMA Chapter Administrator at jdowden@prodigy.net.

Manager, Facilities Services and Operations for the RAND Corporation in Santa Monica, CA

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OVERVIEW OF RAND

The RAND Corporation is a research organization that develops solutions to public policy challenges to help make communities throughout the world safer and more secure, healthier and more prosperous. RAND’s research and analysis address issues that impact people everywhere, including security, health, education, sustainability, growth, and development. Headquartered in Santa Monica, California, RAND has close to 1,800 people from approximately 50 countries working in offices in North America, Europe, and Australia, with annual revenues of more than $308 million.

RAND is nonprofit, nonpartisan, and committed to the public interest.  Our research is sponsored by government agencies, charitable trusts, and community nonprofits. In addition, we rely on philanthropic support to pursue visionary ideas; address critical problems that are under-researched; shape emerging policy debates; and devise innovative approaches for solving acute, complex, or provocative policy challenges. RAND values objectivity and integrity in both its research processes and internal interactions. We emphasize a collegial environment that respects the contributions and dignity of all staff.

POSITION DESCRIPTION

Our Facilities Services department is seeking a Manager, Facilities Services and Operations to manage Facilities and Operations for RAND's Santa Monica office.  In addition to providing leadership to the Santa Monica staff, the successful candidate will be a solution-oriented and motivated self-starter who is effective in a collaborative team environment while coordinating efforts across multiple sites to achieve a single-site experience for staff as well as external clients.


May perform any or all the following duties:

  • Manages Santa Monica office facilities and assets including capital projects, remodeling and refurbishments, general maintenance, outsourced custodial contracts and contract staff, furniture, interior design, safety, commuter assistance program, sustainability, office moves and changes, and related duties.
  • Manages the delivery of office services including Enterprise Helpdesk, occupancy management, staff visitor services, mail shipping and receiving, vending and beverage services, furniture and equipment and records retention.
  • Consults with senior staff as well as other corporate leadership to assure alignment of efforts of Santa Monica operations with strategic and operational priorities.  Works in close consultation with facilities management colleagues at other RAND sites to align efforts and leverage resources.
  • Negotiates professional services and supplies contracts as required.
  • Develops and administers objectives, operating policies and procedures, and budgets.
  • Implements, monitors, and adjusts service, quality, operating and productivity standards. 
  • Maintains and reports key metrics and leads formal continuous improvement initiatives and develops services that provide excellent customer service.
  • Staff management duties in conjunction with the Senior Manger to include but not limited to staffing, performance management, and strategic planning.
  • Other duties as assigned.



QUALIFICATIONS

Knowledge and Skills:  

  • CFM, CEFP, FMA preferred
  • Effective in representing RAND externally with clients, association organization, potential partners and vendors
  • Excellent communication skills
  • Proficiency with MS Office suite, AV technologies, project scheduling applications, BMS technology, and database analysis highly desirable
  • Experience in formal quality programs and training highly desirable

EDUCATION REQUIREMENTS

  • Bachelor’s degree preferred

 

EXPERIENCE

  • 10 years

 

SECURITY CLEARANCE

  • Must be willing to apply and obtain a U.S. Government security clearance

 

LOCATION

  • Santa Monica, CA

 

HOW TO APPLY:

 

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Facilities Services Manager - Harvey Mudd College

Job Title:  Facilities Services Manager
Company Name: Harvey Mudd College
Salary Range: $60K - $80K
 

Harvey Mudd College is recruiting a Facilities Services Manager (internally titled an ‘Associate Director of Administration’) to join their campus in Claremont.

 

Here's a little about Harvey Mudd College and the position they are seeking to fill:

Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering, and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which is comprised of five undergraduate colleges and two graduate institutions.  According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the college’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”

 

Position Summary

The Associate Director of Administration (ADA) provides essential strategic, operational and consultative support to the Assistant Vice President for Capital Projects and Facilities (AVP) and other Facilities Directors, managers and supervisors by supporting and managing operational changes and process improvements, project management, analytical support and assistance with developing key personnel initiatives for the Department (e.g. orientation and professional development) and for the College as it relates to department services (e.g. events).  .

 

The ADA also provides leadership, oversight, and management, and/or support of several key Facilities and Maintenance functions and services such as facilities related risk management, staff support for the Physical Plant Board of Trustee committee, contract review and approval, communication, policy development and implementation and student liaison.  The ADA reports to the Assistant Vice President for Capital Projects and Facilities or designee and works collaboratively with the Sr. Director of Facilities and under advisement by the Sr. Director of Emergency Preparedness and Employee Safety.

 

Job Duties and Responsibilities

Supervision

Directly supervise staff in Facilities Administration who are responsible for facilities and vehicle use and rentals; the coordination and management of summer student housing; all aspects of key and card access policies and procedures; financial reporting; and supporting business and service operations.  The ADA works with the AVP in:

  • Determining and communicating job responsibilities and expectations.
  • Hiring well-qualified individuals.
  • Training and orienting staff and encouraging and fostering job growth.
  • Fostering safe work habits and ensuring staff participates in required safety workshops, emergency preparedness exercises, and presentations.
  • Assigning and delegating work.
  • Giving ongoing feedback and conducting formal performance evaluations.
  • Providing recognition.
  • Reviewing and approving time records and time-off requests to ensure accuracy and correct payment for hours worked.
  • Resolving complaints, concerns and problems.
  • Addressing performance problems through appropriate and timely action, including formal corrective action.
  • Administering applicable employment and other College policies.

 

Budget Management

  • Monitor applicable budgets.
  • Approve expenditures and ensure purchases are for approved items and compliant with College and F&M policies and practices.
  •  

Project Management

  • Independently and collaboratively work on and coordinate various projects and process improvement initiatives in collaboration with the appropriate directors or managers; analyze current practices and procedures; conduct research; recommend changes or new approaches; prepare or assist with preparing a variety of documents related to projects such as reports, policies, analyses, flowcharts, and spreadsheets.
  • Oversee the implementation of new technology or software and train and/or retrain Department staff on the proper and efficient use equipment and programs (e.g. Workday, Kronos, Lenel, EMS, and the work order system).
  • Prepare various analyses in support of ongoing initiatives and compliance requirements such as benchmarking surveys, budget assessments, and dormitory capacity.
  • Develop and provide training and coaching to Facilities staff in project development and management in collaboration with AVP.

 

Business and Administrative Operations

  • Assist the AVP, directors, and managers with developing and monitoring detailed budgets, developing and preparing periodic reports, and overseeing the Workday payment process.
  • Prepare or review and edit documents and various types of internal and external communications for the AVP, directors and managers; collect, compile and analyze information to be used in such documents/communications.
  • Assist AVP, directors, managers, and administrators within Facilities in preparing, editing, and finalizing business documents.
  • Serve as a member of the Facilities leadership team.
  • Manage the Department website and ensure it is updated as necessary.
  • In the absence of the AVP, directors, and managers, ensure that requests for action or information are addressed or are relayed to the appropriate staff member(s) or departments.
  • Manage the HMC fine arts collections, documentation, housing, use, preservation, disposition, inventory and maintenance, collections database, maintenance reports and updates for new material.
  • Serve as the student liaison for facilities related issues.  Including participating in weekly meetings with student leaders such as ASHMC Senate and Residence Hall Proctor Staff.

 

Risk Management Related to Facilities and Maintenance

  • Serve as the liaison between the HMC Business Affairs and Risk Management Administrator (BARMA) for facilities-related issues to minimize risk and liability.  Serve as the contact for issues related to risk management and general liability for the Facilities and Maintenance Office; provide information and guidance to Facilities staff in identifying potential risks and recommending appropriate measures to mitigate them consistent with guidelines established by HMC BARMA and TCCS’ Risk Management Office
  • Disseminate TCC Campus Safety Reports as appropriate and if needed take necessary actions.
  • Compose original documents and reports that vary in scope and complexity; conduct related research and collaborate with other individuals or departments as necessary.

 

Staff Support to Committees and Project Teams

  • Board of Trustees’ Physical Plant and Campus Planning Committee (PPCPC) -  As directed, provide input materials for Committee meetings to support the AVP; prepare and/or oversee the preparation of minutes; support preparation of official resolutions for the PPCPC and entire Board of Trustees; maintain content on the PPCPC website; and research and respond to other inquiries/requests from the PPCPC and other trustees, as requested.
  • Project Teams and Other Committees - facilitate meetings of the department and/or interdepartmental project teams; maintain minutes and records of team meetings; prepare agendas and documents; identify items for further action.

 

Investigations and Security

  • When primary and secondary investigator is not available, and as directed by the Treasurer, conduct investigations regarding complaints brought under the College’s Sexual Misconduct & Complaint Resolution Policy, and Prohibited Discrimination, Harassment and Retaliation Policy, or other types of investigations.
  • Manage the college’s surveillance systems, including monitoring of equipment, review of surveillance footage upon the request of a college constituent and approval by AVP and VP for Administration and Finance/Treasurer, as appropriate.
  •  

Parking Management

  • Manage parking on campus, including updating policies, procedures, maps and enforcement in coordination with TCC Campus Safety and appropriate department leaders. Under the advisement of the AVP and in consultation with the VP for Administration and Finance/Treasurer, analyze and prepare or update the necessary reports and information for the annual update to the HMC Parking Management Plan for the City of Claremont and The Claremont College Services (TCCS) Parking Report.

 

Contract Review

  • Review Facilities and Maintenance contracts and leases to ensure that the Department is entering into a fair agreement and is protected against liability, and ensure compliance with the College’s contract review, approval and signature process.

 

Policy Development and Implementation

  • Draft business, personnel, fiscal, safety and other administrative policies for the Department, ensuring consistency with College policies and practices, and assist with dissemination, implementation, administration, and training (as needed).
  • Conduct related research and consult with appropriate office staff during the drafting process. If legal counsel needs to be consulted, coordinate with BARMA to obtain legal counsel.
  •  

Training and Development

  • Coordinate the scheduling of and recordkeeping for mandatory safety training for facilities staff, as well as ongoing required training.
  • Work with AVP, directors, and managers in developing staff orientation programs for new facilities employees.
  • May assist with planning and managing emergency preparedness training and exercises.
  • May assist managers with “walk-throughs” of facilities and/or grounds to assist with establishing expectations and identifying training needs.
  •  

Required Qualifications

  • Education: Bachelor’s degree in business administration or a related field, or an equivalent combination of education and experience.
  • Experience: At least four years of increasingly responsible related experience, preferably in an academic institution that includes managing a variety of projects and assignments in varying degrees of complexity with efficiency and thoroughness.

 

Required Knowledge, Skills, and Abilities

  • Knowledgeable about how organizations work and how to get things done through both formal and informal networks; ability to act with a high degree of personal integrity, adapt to the climate and culture of the campus and become familiar with procedures, policies, and processes as well as understand the reasoning behind them.
  • Demonstrated ability to determine what is needed to get things done through and with others and how to organize people and activities; ability to understand how to separate and combine tasks into efficient workflows; ability to capitalize on opportunities for synergy and integration; adept at simplifying complex processes and accomplish goals with limited resources.
  • Demonstrated ability to communicate clearly and concisely orally and in writing; knowledge of the ability to use proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work. Ability to research and compile information, analyze it and exercise judgment in selecting what to include in communications and documents.
  • Demonstrated ability to compose/draft original written correspondence and documents such as policy documents, reports, memos, agendas, and letters.
  • Effective interpersonal skills that include tact, patience, diplomacy, and the ability to adapt communication style to a constituent, and the ability to remain calm and poised in challenging and difficult situations.
  • Ability to meet deadlines and exhibit attention to detail.
  • Demonstrated strong organization and follow-up skills.
  • Intermediate proficiency and skills in a variety of computer programs including Word and Excel with the ability to use spreadsheet programs with a high degree of accuracy.
  • Proficiency with Internet-based systems and the ability to learn and use new technology and software.
  • Strong analytic, problem solving, critical thinking and research skills.
  • Ability to exercise a high degree of accurate and independent judgment, tact and discretion.
  • Ability to work with a broad and diverse campus community.
  • Demonstrated organizational, time management, and multi-tasking skills and ability to meet deadlines in a busy, high-paced environment.
  • Knowledge of office management methods, procedures, and techniques that includes financial recordkeeping and purchasing procedures.

 

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Facilities Director - Kehillat Israel

FACILITY MANAGER

Kehillat Israel (KI) is seeking a facilities professional to join the team as Facility Manager. The job opening is immediate. Your experience must include facility management, multi-use space management, effective time management, budget management, project management, evaluating bids and contracting with vendors. General knowledge of building maintenance is helpful. An undergraduate degree is preferred; 3 years minimum experience will be considered. The successful candidate will be a team player, quick study, and enjoy a people-oriented organization.

You must be:

  • an excellent planner and clear communicator in English (both orally and in writing),
  • understand the macro level of the synagogue’s activity and how the micro levels intersect,
  • able to get positive results in our complex environment,
  • skilled at using Excel and Word
  • able to establish effective working relationships with all the key members of our organization and others with whom you must interface.

 

This position manages a custodial staff of three-four, an outsourced custodial staff of two-three, along with outsourced parking attendants for events. The position also coordinates with our preferred caterers who have the use of the synagogue’s kitchens. The position is responsible for meeting the needs of our internal staff and lay leadership and interfaces regularly with outside vendors. The Facility Manager coordinates all use of space, for both internal and contracted programming. The position’s usual hours are 8:30am-4:30 pm Monday-Friday with occasional Fridays from 1:30pm-9:30 pm. From time to time there may also be evening or weekend events that will require the presence of the Facility Manager. This position is also the first building related emergency on-call staff person.

Salary commensurate with qualifications and experience, and a comprehensive benefits package will be provided. To be considered, please forward your cover letter and resume electronically to Adam Simon at asimon@ourki.org.


 

 

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IFMA Los Angeles Chapter Administrator

REQUEST FOR PROPOSALS

for Administrative Services

The Los Angeles Chapter of the International Facility Management Association (IFMA) a non-profit organization is requesting proposals for providing administrative services. Proposals are due no later than March 15 2018. Proposals should be submitted to:

Name: Garth Sellers
Title: National Manager Facilities ServicesCompany: American Honda Motor Co., Inc.Address: 1919 Torrance Blvd., Torrance, CA 90501 Email: garth_sellers@ahm.honda.com
Phone: 310-783-2056

 

Chapter Background

The Los Angeles Chapter of IFMA is a chapter of a professional association. IFMA is the world’s largest and most widely recognized international association for professional facility managers, supporting more than 19,500 members in 78 countries. IFMA certifies facility managers, conducts research, provides educational programs, recognizes facility management certificate programs and is a non-profit organization.

The chapter’s website is www.ifmala.org, the association’s website is www.ifma.org.

Chapter Meetings

The Chapter Board of Directors holds 9 to 10 board meetings per year.

The chapter conducts 11 to 12 meeting/events annually, a golf tournament, a holiday party, new member meeting plus social events. Attendance at meetings/events averages 30 to 60 individuals.

 

PROPOSED SCOPE OF SERVICES

We are seeking proposals from qualified organizations or individuals to provide Administrative/accounting services as detailed below:

Financial

  • Work with the Chapter Treasurer to prepare an annual operating budget.
  • Full-service bookkeeping using Quickbooks or approved equivalent.
  • Prepare monthly financial statements for review by the Treasurer prior to submission to the Board.
  • Reconcile checking & Savings accounts monthly.
  • Receive online transactions and post payments (Cash, Checks, Credit Cards, PayPal, EFT’s).
  • Process credit card transactions or online transactions.
  • Make bank deposits on a timely basis. Reconcile bank statements monthly with copies of reconciliation to the Treasurer monthly.
  • Pay bills that have been authorized for payment by the Treasurer or another officer. Two signatures are required for amounts greater than $1,000.00, either Treasure or Board member.
  • Invoice Sponsors.
  • Keep an up-to-date list of sponsors and payment and reconciliation of payments.

Chapter Events

  • Download/confirm event registration lists.
  • Verify membership status for online event reservations.
  • Track registration fees received versus sponsorships versus cost of event to develop a P&L statement for each event.

Membership

  • Maintain chapter membership records using reports available from IFMA headquarters.
  • Maintain local prospective member data base for periodic use in promotional efforts.

Office

  • Provide and answer the phone for the chapter.
  • Provide timely responses to phone messages and email, forward as required to the correct party/Board or Committee Chair as appropriate.
  • Ensure that members receive timely responsive service.
  • Maintain files of the chapter’s financial records.

IFMA National

  • Annual recertification
    • Maintain Chapter financial records.
    • Prepare and transmit recertification package to the President and Treasurer annually for review and signature.
    • Monitor IRS and State tax status for the IFMA Chapter and advise the Board of Directors from time to time as may be appropriate.
  • Membership
    • Maintain a current list of Chapter members.

Communications

  • Check voicemail box daily.
  • Review incoming Chapter and event emails.
  • Pickup mail twice per week at a location to be determined.
  • Mail invoices if not emailed and bill payments.
  • Check Admin email.
  • Respond to all inquiries.
  • Email invoices.

Administration

  • Records
  • Maintain all Chapter finical records.
  • Maintain an up-to-date list of Chapter and Event Sponsors.
  • Maintain a list of Board Members, Committee Chairs, and Members.
  • Prepare monthly membership retention reports.
  • Create and maintain financial service links to and from the website for event registration purposes.

 

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