Facilities & Logistics Manager

Valley Beth Shalom | Encino,, CA, United States

Posted Date 5/10/2022
Description

Position: Facilities & Logistics Manager

Compensation: Competitive full-time salary commensurate with experience. Generous benefit package including medical, dental, vision, 403(b) and flex spending. 

Reports to: Executive Director

Hours: Full-time salaried position - Exempt - Flexible; Many evenings and weekends required 

 Overview:

The Facilities and Logistics Manager is tasked with overseeing facilities operations, organizing schedules and set-ups, directing routine and planned maintenance, preparing for and responding to emergencies, risk and compliance management, overseeing security and maintenance, responsible for non-food related rentals and Audio/Visual needs. This position requires a professional who thrives in a faced paced and frequently changing environment.

Facilities and Logistic Manager Job Description: 

The Facilities and Logistics Manager is responsible for managing our facilities and rentals, while also creating a safe and efficient work environment that improves business performance and optimizes staff productivity. Duties for the facilities and logistics manager include coordinating facilities usage and maintenance, implementing policies and safety procedures, engaging with vendors and contractors, minimizing hazards, participating in the preparation of the facilities budgets and monitoring expenditure, testing equipment, forecasting space needs, ensuring overall compliance with building and safety regulations. Your skills in coordinating logistics and facilities will assist our organization in creating integrated spaces, minimizing disruptions to overall business operations, improving working conditions, and creating a safe and comfortable environment for both staff and members.

Facilities and Logistics Manager Responsibilities:

  • Facilities & Maintenance Calendars
    • Manages Facilities & Maintenance-specific Google Calendar
    • Creates process and procedures for program, calendaring and maintenance teams to have access to setups in real time
    • Runs a weekly calendaring and program meetings for operational efficiency
  • Facilities Set-Up
    • Coordinate with Program Director, Catering, Tech, vendors, security and maintenance to ensure events, programs and services are set up according to specifications
    • Ensure assigned equipment is in proper working order and available for use
    • Serves as a back up and fail-safe to the maintenance team for A/V related set-up for redundancy purposes
  • Staffing Services/Programs

    • Available to personally staff major events, programs or services with complex set-ups and Audio/Visual needs
    • Hire appropriate vendors and personnel for events, programs and services as needed
  • Recording/Streaming (Services/Programs)
    • Collaborate with the Programming and IT teams to ensure all scheduled recording and streaming takes place
    • Serve as a back-up and fail-safe to the IT Manager for redundancy purposes
    • Collaborate with programming staff to ensure proper events, programs and services get streamed to the right media
  • Overseeing Contractors

    • Manages relationship with and oversees maintenance and security contractors
    • Acts as liaison between employees and any outside contractors needed to resolve specialized problems
    • Works closely with our security and maintenance vendors to ensure the facility is safe and properly maintained 
    • Participate in supervision of parking attendants 
    • Manage Phone system (in consultation with IT Director)
    • Ensures all contractors and vendors doing business at VBS carry and provide the appropriate insurance and certificates
  • Long Term Leases
    • Postal Machine (Quadient)
    • Printers & Copiers (Revolution Office & Maintenance Contractor)
  • Security & Risk Management
    • Owns, updates and maintains Safety Plan
    • Ensures safety standards are followed throughout the facility
    • Participates on the emergency preparedness planning team
    • Trains staff regularly on Safety Plan and Procedures
    • Owns and coordinates Safety/Emergency Drills with the schools
    • Ensuring Compliance with Regulations and Laws
    • Fire Inspections (Work with Catering for Kitchen specific areas)
  • Emergency & Safety Management
    • Owns and oversees the campus-wide Emergency Preparedness & Safety Plan 
    • Maintains inventory of Emergency supplies; reorders as needed (Work closely with School Nurse)
    • OSHA Compliance
    • Applies, or assists with application, for required environmental permits
    • Training staff on Emergency Protocols
    • Manages safety communications apps, including Guard911 and AlertMedia, and PA and emergency systems
    • Maintains stock and inventory of walkie talkies
    • Manages emergency supply of AEDs, Oxygen tanks, wheelchairs, etc.
  • Insurance
    • Ensure all vendors and external clients provide certificates of insurance naming VBS as an insured
    • Work with Executive Director on General Liability Insurance coverages and renewals
  • Manage Service Requests (Spreadsheet)
    • Receives, manages, and processes work order requests; ensures problems are resolved quickly
  • Coordinating Routine & Emergency Maintenance and Repairs
    • Regularly walks the physical plant with an eye towards necessary maintenance, repairs, beautification and safety
    • Oversee physical plant, ensuring a safe, clean, and functional environment
    • Drafts and implements preventive maintenance schedules for buildings and equipment (works closely with Maintenance Contractor)
  • Scheduling long-term and immediate repairs (Working with Maintenance Contractor)
  • Budgeting and Estimating Costs (Work closely with Executive Director)
  • Approving Invoices
  • Managing Security Grants (Matt and Grantwriter)
    • 2019 Federal Security Grant
    • 2021 Security Grant 
      • Cal OES (Office of Emergency Services)
  • Signage
  • High Holidays
    • Owns all onsite services, rentals, set up, parking, valet, A/V needs, etc.

Facilities & Logistics Manager Requirements:

The Facilities and Logistics Manager must possess good communication skills, excellent organizational skills, broad knowledge of synagogue/school functions, and project management experience. Facilities and Logistics Manager must understand the technical aspects of the property, support day to day business operations, ensure efficient operation of facilities, mitigate risk, and ensure that facilities meet the needs of clients and staff.

  • Highly Organized
  • Strong project management skills (certification a big plus)
  • Strong interpersonal skills
  • Excellent communication skills
  • Good knowledge of regulations and laws
  • Multitasking abilities
  • Loves excel spreadsheets and project management and organizational tools
  • Computer literacy
  • Excellent problem-solving skills
  • Excellent negotiating skills
Duration
Full Time
Organization Type
Synagogue
Benefits
Retirement Plans | Dental | FSA | Leave Early for Shabbat | Medical Insurance | Paid Holidays | Paid Vacation | Parental Leave | Sick Days | Vision
Job Location
US

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