Job Summary:

As a member of the management team, provides person-centered leadership to managing the day-to- day operations of the Facilities & Purchasing Team under the supervision of the Assistant Director of Facilities & Purchasing. Interacts with a variety of people, including but not limited to board members, community members, real estate brokers, tenant representatives, service/maintenance workers, city & county workers, and TCRC management & staff. Requires strong administrative, leadership, and organizational skills as well as support skills related to facilities. Must work independently and as part of a team. Travel, reliable transportation, valid CDL, insurance, and good driving record required. Note: This position’s home office will be Santa Barbara, although regular travel to all TCRC offices is required.

Primary Job Functions:

Includes the following: (Other duties may be assigned)

1. Supports the Assistant Director (AD) of Facilities & Purchasing in overseeing all aspects of Facilities & Purchasing activities in all TCRC offices. Coordinates with facilities and office branch staff on facility issues. Identifies areas of concern and follows up on them Responds quickly to issues such as HVAC, noise, fumes/dust, hazards, leaks, cleaning, lighting, security, etc. to ensure a safe and comfortable work environment.
2. Must be able to respond in-person/on-site to office alarms, emergencies, and repair needs on a 24 hour/7 days per week, year-round basis, including weekends and holidays as needs Must also be able to be on-site after normal business hours, including weekends and/or holidays, to oversee contractors and manage special projects, as needed.
3. Interacts daily and positively with staff, building landlords, property managers, contractors, and vendors to ensure work is performed as expected, within cost parameters.
4. Assists with monitoring critical dates and requirements related to each office
5. Acts as the point person for contractors, service technicians, supply and delivery personnel, and other building workers on a day-to-day basis to direct, escort, assist, monitor, etc. Updates spreadsheets, logs, and other documentation of maintenance Ensures that the buildings are left clean, in repair, and secure.
6. Ensures facilities, non-computer equipment, as well as purchasing and mailroom functions are working and consistent throughout all seven TCRC Communicates with branch office staff and coordinates repair of broken equipment, supplies, and/or furniture. Oversees the delivery and installation of office equipment.
7. Regularly assesses furniture, non-computer equipment, and supply inventory to determine current and future needs. Maintains warranty and replacement schedule.
8. Collaborates with AD of Facilities & Purchasing on making purchases. Conducts ongoing research, bidding, and analysis to ensure cost effectiveness of office supplies, non- computer equipment, security systems, janitorial services, mailing, and printing. Assists in maintaining budgets for purchasing and projects as appropriate. Works with Human Resources on ergonomic purchases
9. Maintains warranty and replacement schedule of non-computer related office equipment, office supplies, and Maintains inventory of office supplies for all seven TCRC offices.
10. Assists with the planning of office relocations, reconfigurations, expansions, and space reductions. Related tasks include 1) reviewing architectural space plans; 2) reviewing furniture system plans; 3) reviewing progress of tenant improvements; 4) coordinating move logistics including displacement of staff; 5) assisting with décor; and 6) coordinating installation of office equipment, furniture and supplies.
11. Leads Facilities staff on facilities and purchasing Coordinates Facilities Team meetings. Provides training to Facilities staff as needed.
12. Serves on the TCRC Safety Committee and works closely with the Emergency Coordinator to uphold office security and privacy in all TCRC Assists with regular emergency preparedness drills for all locations. Maintains HIPAA master key plan for doors and files in all offices.
13. Participates in Finance and Administration Manager meetings, Operations Committee meetings, Leadership meetings, and branch office meetings (as needed).
14. Assists with maintaining and monitoring office security systems for all office Trains staff on the use of security systems. Assists with distributing office keys/cards to new staff and setting up new staff on the access and alarm systems. Primary contact person to handle building alarm calls.
15. Oversees all mailroom functions for the headquarter office in Santa Barbara. Provides support to staff in all offices on mailroom Assists with large mailings, such as making copies, folding/stuffing envelopes, creating and/or affixing labels, processing mail, delivery to the Post Office or mailing center as needed, and working with mail service companies.
16. Travels regularly to each TCRC facility located in Simi Valley, Oxnard, Fillmore, Santa Barbara, Santa Maria, San Luis Obispo, and Atascadero to conduct regular site visits and assessments, meet with Facilities staff, branch office staff, third parties/contractors, and coordinate projects.
17. Maintains offsite storage and conducts regular review of contents and/or purging of documents in conjunction with DOFA Assists with scanning and archiving files, and other documents.
18. Keeps AD of Facilities & Purchasing informed daily of all activities and communication. Ensures successful two-way communication. Provides frequent communications via e-mail, reports, presentations, etc.
19. Performs other duties as assigned

Primary Functions:

• Track record of increased management experience on leadership, direction, supervision, and guidance.
• Ability to successfully lead work teams and meetings.
• Ability to work effectively with a variety of different people and at all levels in the organization.
• Team player.
• Excellent interpersonal and customer service skills
• Communicates openly and directly with respect. Responds professionally.
• Understands authority, who needs to be involved in decision making and seeks appropriate approvals. Ability to solve difficult problems and systematically use the resources available to overcome obstacles and create a resolution.
• Excellent time management of complex projects.
• Ability to work efficiently and handle multiple projects and tasks concurrently.
• Proactive in identifying areas to improve and to minimize future problems that may arise.
• Ability to take initiative to learn new systems and stay current in area of expertise.
• Positive and responsive attitude.
• Takes control in crisis situations.
• Develops network of key contracts and builds strong relationships to support administrative functions.
• Ability to accurately review purchase orders and invoices to ensure correct billing.
• Excellent organizational skills.
• Accurate budget development and tracking.
• Knowledge of facility and equipment maintenance.
• Knowledge of landlord-tenant-property management relations.
• Ability to lift at least 40 pounds.
• Able to climb ladders.
• Intermediate Word, Excel, e-mail, math and English required.

Minimum Qualifications:

B.A./B.S. or A.A. degree plus 5 years of general office experience with at least 3 years of related facilities and purchasing management responsibilities. Additional professional experience may be substituted for the B.A./B.S. degree as appropriate. A valid California Driver License, reliable personal vehicle, clean driving record and proof of automobile insurance are required.

Physical Requirements:

Adequate manual dexterity and coordination for operation of a computer and other standard office equipment is required for this position. The ability to sit at a workstation for long periods of time, the ability to read, write and comprehend large amounts of written material such as reports and regulations, use the telephone, and communicate via electronic mail are all required on a daily basis. The ability to travel to another work-site location is occasionally required. The ability to stand, sit or walk for moderate distances is also required on a daily basis. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or control and reach with hands and arms. The employee frequently is required to stand, sit, walk, push, pull, kneel, stoop, bend, and squat. The employee must frequently lift and/or move up to 10 lbs. and infrequently up to 20 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus. Each of these physical tasks is an essential function of the position.