WHO WE ARE: We are more than a nonprofit organization. We are a ministry of service that includes nearly 400 paid, professional employees dedicated to helping those in need to rebuild their lives and reach their full potential. Founded locally in 1911, the Northern California & Northern Nevada affiliate of Volunteers of America (VOA-NCNN) is one of the largest providers of social services in the region, operating more than 40 programs including housing, employment services, substance abuse, and recovery services to families, individuals, veterans, seniors, and youth. In fact, VOA-NCNN provides shelter or housing to over 3,500 men, women, and children every night.

OUR MISSION: To change individual lives, instill hope, increase self-worth and facilitate independence through quality housing, employment, and related supportive services. Volunteers of America Northern California & Northern Nevada inspires self-sufficiency, dignity, and hope by providing critical health and human services to thousands of vulnerable individuals and families across Northern California & Northern Nevada.

PROGRAM AND LOCATION: VOA-NCNN, a Certified Great Place to Work, is recruiting for a full-time Director of Facilities & Maintenance position. Full-time employees (working 30 or more hours a week) are eligible for a benefits package that includes paid holidays, vacation, sick pay, health, dental, vision, life, and short-term disability insurance coverage.

POSITION SUMMARY:

The Director of Facilities & Maintenance is responsible for the safe, efficient, and cost‑effective operation, maintenance, and appearance of multiple facilities within the organization’s portfolio. This role provides hands-on leadership for day-to-day facilities operations, preventive maintenance, vendor management, compliance activities, and small-to-moderate facility improvement projects across multiple sites. The position supervises maintenance staff, manages operating budgets, supports capital planning in partnership with the Chief Operating Officer and executive leadership, and helps ensure facilities support service delivery, staff productivity, and a safe, welcoming environment for clients and visitors.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Operations and Maintenance Leadership

1. Oversee operations and maintenance across multiple sites, including HVAC, electrical, plumbing, life-safety systems, building envelopes, and related facility infrastructure.
2. Supervise and develop maintenance staff, including assigning work orders, setting priorities, monitoring workload distribution, and supporting employee performance and accountability.
3. Plan, schedule, and monitor preventive maintenance programs to minimize downtime and extend the life of building systems and equipment.
4. Respond to urgent maintenance issues, incidents, and emergencies, coordinating timely resolution across sites and vendors as needed.
5. Conduct regular site inspections and work with staff and contractors to address identified deficiencies promptly and effectively.

 Vendor and Project Coordination

1. Procure and manage third-party vendors and service contracts for janitorial, landscaping, pest control, HVAC, security, custodial, and other facility-related services.
2. Monitor contractor performance, service quality, cost control, responsiveness, and compliance with contract requirements.
3. Coordinate facility-related projects such as repairs, office moves, tenant improvements, renovations, buildouts, and minor construction work in collaboration with internal stakeholders and external contractors.
4. Prepare scopes of work, obtain bids or estimates, and make recommendations regarding vendor selection and project sequencing.

Budget and Resource Management

1. Develop and manage facility operating budgets, including forecasting, tracking expenses, reviewing variances, and maintaining adherence to approved spending levels.
2. Support capital planning by identifying facility needs, preparing cost estimates, prioritizing repair and replacement recommendations, and assisting with budget development for larger projects.
3. Ensure maintenance and repair expenditures align with budget allocations, funding restrictions, and organizational priorities.
4. Exercise decision-making authority within approved budget and purchasing limits and elevate larger capital or strategic matters to the Chief Operating Officer and executive leadership.

Compliance and Documentation

1. Ensure facilities comply with OSHA, fire, building, accessibility, and other applicable federal, state, and local requirements, as well as internal safety policies and organizational standards.
2. Coordinate inspections and support readiness for audits, licensing reviews, and other compliance-related activities affecting facilities and property operations.
3. Maintain accurate facility records, including equipment inventories, warranties, inspection reports, service histories, contractor documentation, and regulatory records.
4. Support property condition reviews, deferred maintenance tracking, and facility assessments by collecting data, documenting conditions, and providing recommendations to leadership.

Cross Functional Coordination and Reporting

1. Partners with operations, IT, HR, program leadership, and administrative departments to ensure facilities effectively support program operations and organizational needs.
2. Maintain productive working relationships with city, county, state, and business entities, vendors, and other external partners.
3. Utilize Microsoft 365, service desk, CMMS, or other tracking tools to manage maintenance requests, workflow, and documentation.
4. Prepare regular reports and updates for leadership regarding maintenance activity, projects, vendor performance, safety issues, and operational priorities.
5. Monitor utility usage and support practical energy-efficiency or sustainability measures where feasible.

EQUIVALENT EDUCATION AND EXPERIENCE:

Bachelor’s degree in Facilities Management, Construction Management, Business Administration, or a related field is preferred; relevant combination of education and experience may be considered. Five or more years of progressively responsible experience in facilities or maintenance management, including multi-site responsibility and supervision of maintenance staff, is preferred. Strong working knowledge of building systems, maintenance practices, vendor oversight, budget management, and regulatory compliance is required. Experience in coordinating inspections, facility projects, and repair or replacement planning is required. Experience supporting, rather than solely owning, capital planning, deferred maintenance tracking, or facility assessments is preferred. Experience working in nonprofit, affordable housing, healthcare, human services, or other mission-driven environments serving diverse populations is preferred. A valid California driver's license and ability to meet the organization’s insurance carrier guidelines are required. Must pass all required background clearances in accordance with agency, County, State, and federal standards.

SPECIFIC SKILLS REQUIRED:

Strong leadership and employee development skills

Excellent oral and written communication skills

Excellent organizational and time management skills

Critical thinking, analytical ability, and sound decision-making skills.

Budgeting, forecasting, and basic statistical or mathematical skills.

Proficiency in Microsoft 365, Excel, and maintenance or work-order tracking systems.

Adaptability, discretion, and the ability to manage competing priorities across multiple locations.

PHYSICAL REQUIREMENTS:

Lift and move up to 50 pounds

Stand, walk and sit frequently

Bend and stoop occasionally

Able to climb stairs as needed

Regularly drive for company business