WHAT DOES A DIRECTOR OF FACILITIES DO?

Published: Dec 06, 2024 - The Director of Facilities optimizes facility utilization, ensures efficient maintenance and resource allocation to meet business and financial objectives, and develops processes to manage the department's budget effectively. The role includes overseeing the facility's mechanical areas, locker rooms, fitness, housekeeping, laundry, and security, ensuring compliance with safety regulations and company standards. Additionally, the director manages a team of staff, handling selection, performance, development, and training to ensure the team meets business goals.

A Review of Professional Skills and Functions for Director of Facilities

1. Director of Facilities Duties

  • Site Management: Oversee site management activities including but not limited to building, engineering, and grounds maintenance following best and widely accepted management practices.
  • Financial Management: Demonstrate financial stewardship by running portfolio operating costs and capital expenditures within budget.
  • Budgeting and Forecasting: Responsible for accuracy in annual budgeting process as well as ongoing expense and headcount forecasting.
  • Contract and Lease Management: Understand real estate leases, contractual agreements, and vendor service agreements.
  • Legal Collaboration: Work with legal counsel and seek to align vendor services with business requirements.
  • Workplace Safety: Partner with environmental, health, and safety team to create a safe and inclusive workplace environment.
  • Strategic Project Implementation: Support the implementation of short and long-term strategic real estate projects, including activities such as divestiture and entitlement.
  • Portfolio Planning: Review and assess area-wide portfolio strategic plan with planning team and make recommendations regarding real estate assets.
  • Problem-Solving: Work on complex issues impacting internal business units and resolve problems using analysis and in-depth knowledge of functional areas.
  • M&A Integration: Work with Real Estate and Facilities Advanced Planning and other contacts on mergers and acquisition (M&A) integration.
  • Talent Management: Develop a diverse and well-trained internal leadership team. Establish, communicate, and track progress of group goals/objectives or other deliverables.
  • Professional Development: Encourage professional development and lead local community involvement/budget activities.
  • Cross-Functional Collaboration: Collaborate with various real estate functional areas such as project management, space planning, environmental, health and safety (EHS), and operations.
  • Business Partnership: Engage and establish strong cross-functional partnerships with Finance, HR, Global Physical Security, Procurement, Global Engineering Center, and other key business units.

2. Director of Facilities Details

  • Facilities Optimization: Leads and directs the Facilities function to optimize utilization of facilities while achieving strategic goals.
  • Inspection and Maintenance: Ensures effective and efficient facility operations through ongoing inspection and maintenance.
  • Resource Allocation: Confirms appropriate resources to meet financial and business objectives.
  • Process Development: Defines processes and procedures to drive Facilities Function efficiency and effectiveness, ensuring departmental budget compliance.
  • Problem-Solving: Provides managerial and technical solutions to complex issues.
  • Space Planning: Assesses and evaluates the organization's physical space requirements.
  • Reporting and Recommendations: Prepares reports and provides actionable recommendations.
  • Compliance and Safety: Ensures general safety and compliance with legislation, regulations, and company requirements.
  • Team Leadership: Leads and directs work for a team of employees based on business needs.
  • Staff Management: Manages staff selection, performance, development, and training to align with business goals and expectations.
  • Judgment and Discretion: Exercises independent judgment and discretion in matters of significance.
  • Preventive Maintenance: Manages the club's ongoing preventive maintenance program.
  • Mechanical Oversight: Oversees all mechanical areas of the club facility, including locker rooms, fitness, housekeeping, laundry, and security.
  • Staff Supervision: Selects, trains, and supervises staff to maintain high efficiency and operational standards.

3. Director of Facilities Responsibilities

  • Workplace Services Management: Plans, organizes, and manages activities of the Workplace Services Function, including staff training and development.
  • Team Supervision: Supervises 3-5 direct reports and oversees a WPS staff of 35+.
  • Workflow Oversight: Monitors flow and quality of work to ensure timely completion and adherence to Scope of Work, Service Level Agreements, and Key Performance Indicators.
  • Program Development: Develops, implements, and guides maintenance programs, services, policies, and procedures.
  • Budget Management: Operates within established budgetary parameters, prepares budgets and reports, and monitors financial performance.
  • Variance Reporting: Reports variances of actual to budgeted financial performance regularly.
  • Procurement and Invoicing: Orders, tracks, and reconciles invoicing in appropriate systems.
  • Cost Optimization: Identifies opportunities for cost savings and operational efficiency.
  • Regulatory Compliance: Ensures compliance with State, Provincial, or local regulatory and code requirements.
  • Safety Compliance: Ensures adherence to federal and local workplace safety regulations.
  • Facilities Operations: Manages operations including space planning, restacking, power and cooling services, equipment installations, and physical security.
  • Maintenance Oversight: Oversees maintenance, janitorial services, landscaping, and disaster recovery/business continuity for sites.
  • Emergency Response: Responds to after-hours emergencies, assesses situations, and determines the best course of action in collaboration with management.
  • Strategic Collaboration: Collaborates with Strategy and Project Management groups.

4. Director of Facilities Job Summary

  • Staff Management: Hires, trains, and supervises personnel in maintenance, housekeeping, locker room, fitness, laundry, and security functions.
  • Scheduling: Schedules staff work hours and workloads to meet operational needs.
  • Payroll Administration: Processes, reviews, and submits payroll, ensuring compliance with budget goals.
  • Performance Management: Conducts timely performance evaluations for supervised employees.
  • Work Order Scheduling: Schedules workloads and work orders for all club areas and equipment.
  • Budget Management: Prepares and monitors budgets for the Engineering Department, ensuring compliance and taking corrective action when needed.
  • Expenditure Control: Manages general department expenditures within budget constraints.
  • Meeting Coordination: Attends staff and committee meetings to coordinate work activities.
  • Water System Oversight: Oversees daily water checks on the swimming pool and filtering systems for health compliance.
  • Key Systems Management: Controls and monitors key systems for secure access.
  • Remodeling Coordination: Works with planners to coordinate the remodeling of club areas.
  • Energy Management: Maintains an ongoing energy management program for HVAC and lighting systems.
  • Fire Safety Compliance: Oversees fire protection systems and ensures proper operation and personnel training.

5. Director of Facilities Accountabilities

  • Operations Management: Oversees day-to-day operations and strategic planning for a large portfolio of 200+ facilities totaling over 3.2 million square feet.
  • Facilities Strategy: Sets and executes short-term and long-term facilities strategies, including relocations, expansions, consolidations, renewals, and closures.
  • Financial Analysis: Performs ongoing financial analysis and management of capital requirements and operating expenses related to rent, CAM, and maintenance.
  • M&A Due Diligence: Supports due diligence for potential M&A targets, focusing on lease requirements, construction needs, and regulatory compliance.
  • Team Leadership: Manages a team of Facilities Project Managers, fostering talent and skills development.
  • Continuous Improvement: Assesses and implements opportunities for space efficiency and continuous improvement.
  • ISO Compliance: Plans and ensures compliance with ISO 13485 certification for building requirements.
  • Policy Development: Creates and implements policies, procedures, documentation, and standards for facility management.
  • Expense Management: Manages payment processes for capital, rent, CAM, and other expenses.
  • Lease Negotiation: Conducts lease negotiations, implementing key business terms and ensuring operational protection.
  • Corporate Office Oversight: Manages day-to-day operations and support for multiple corporate offices across the US.
  • Market Analysis: Reviews market analyses and site comparisons for relocations, expansions, or consolidations.
  • Real Estate Collaboration: Provides direction to real estate brokers on lease strategies, tenant improvement allowances, and construction project management.

6. Director of Facilities Functions

  • Maintenance Management: Direct and oversee all maintenance operations in a safe and efficient manner.
  • Operational Support: Support activities across Racing, Gaming, and FB components of the business.
  • Policy Development: Develop, implement, and enforce departmental policies and procedures.
  • Financial Planning: Prepare financial documents for operational and capital expenditures.
  • Strategic Planning: Develop and propose a strategic vision for facility maintenance operations.
  • Safety Assurance: Ensure the facility is safe for all guests and associates.
  • Facility Inspection: Inspect, evaluate, and maintain the physical appearance and condition of the facility.
  • Regulatory Compliance: Review facility operations for compliance with relevant codes and regulations.
  • Preventative Maintenance: Create and maintain a preventative maintenance program.
  • Team Leadership: Hire, evaluate, lead, and develop a high-performing maintenance operations team.
  • Operational Standards Compliance: Ensure adherence to company standards, policies, and GuestPath Universal Service Standards.

7. Director of Facilities Job Description

  • Expansion Planning: Plan and lead US building expansions, space planning, and redesign initiatives.
  • Project Management: Oversee Facilities projects, managing internal and external project teams, engineering, construction, and contractors.
  • EH&S Compliance: Partner with lab operations to ensure a safe working environment and environmental, health, and safety compliance.
  • Team Management: Manage site support teams for food/beverage, janitorial, repairs, hazardous waste, and related functions.
  • Inspection Coordination: Maintain a master calendar for inspections, submissions, and certifications.
  • Strategic Partner Management: Establish and operationalize relationships with key external partners.
  • Stakeholder Liaison: Liaise with property managers, external agencies, and third-party partners.
  • Process Optimization: Operationalize and/or automate Facilities functions for improved consistency and efficiency.
  • KPI Management: Establish functional KPIs and report regularly on performance metrics.
  • Procurement Oversight: Plan, oversee, and track facilities-related procurement while optimizing the process.
  • Emergency Planning: Assist with emergency and continuity planning through regular table-top exercises.
  • Security Management: Ensure appropriate security solutions and monitoring systems are in place.
  • Facilities Coordination: Coordinate large-scale projects such as moves, space planning, and utilization.
  • Budget Management: Develop, manage, and administer budget forecasts to ensure alignment with target goals.

8. Director of Facilities Overview

  • Strategic Advisory: Serve as a trusted advisor to the Library CEO, Leadership Team, and management teams to advance Diversity, Equity & Inclusion initiatives.
  • Facilities Oversight: Direct and evaluate maintenance services, mechanical systems, fleet, waste, recycling, grounds, snow removal, and housekeeping.
  • Regulatory Compliance: Manage compliance with Federal, State, and local codes and standards for facility management, fleet management, and occupancy.
  • Team Management: Hire, develop, evaluate, and manage the performance of facilities personnel.
  • Lease Negotiation: Collaborate with the CFO and legal counsel to negotiate property leases and purchases.
  • Site Selection: Scan communities for potential library sites or developments to enhance service impact.
  • Planning and Forecasting: Conduct short, medium, and long-range planning for facilities and related services.
  • Financial Analysis: Perform financial analysis to identify costs, risks, and alternatives, including cost-reduction and value-enhancement strategies.
  • Capital Improvement Planning: Assess needs and develop plans for capital improvement projects.
  • Executive Collaboration: Participate in Executive Committee discussions to contribute to system-wide strategic objectives.
  • Board Liaison: Act as a liaison to the Facilities Committee of the Library Board.
  • Community Engagement: Build relationships within the community to promote the Library and participate in community activities.
  • Emergency Preparedness: Assist in developing and maintaining emergency preparedness and continuity of operations plans.
  • Procurement Management: Oversee procurement of equipment and services for maintenance and capital project implementation.

9. Director of Facilities Details and Accountabilities

  • Team Leadership: Lead, develop, and recruit Facilities Coordinators, Assistant Managers, and Managers for maintenance and repair operations.
  • Compliance Management: Ensure maintenance activities align with Lease Terms and Operator Agreements.
  • Budgeting: Develop and manage CapEx and OpEx budgets, tracking expenditures for facilities maintenance and break/fix activities.
  • Invoice Review: Analyze vendor summaries, invoices, and operator splits, ensuring correct coding and reimbursements.
  • Emergency Response: Coordinate catastrophic event responses and manage after-hour on-call emergencies.
  • Lease Interpretation: Interpret lease details and apply terms to building maintenance and accounting procedures.
  • On-Site Inspections: Conduct quarterly store walkthroughs with DSMs to provide facilities guidance.
  • Vendor Management: Manage third-party vendors/outsourced partners for dispatching work orders and monitoring progress.
  • Work Order Tracking: Track projects, respond to tickets, and document issues via online systems (e.g., iCARE).
  • Insurance Tracking: Obtain, track, and record vendor insurance certificates.
  • Project Administration: Lead or support administrative tasks for CapEx projects as needed.
  • Task Prioritization: Prioritize projects and maintenance issues to ensure timely and successful completion.
  • Cross-Functional Collaboration: Work with cross-functional teams and internal partners to achieve goals.

10. Director of Facilities Tasks

  • Strategic Facilities Planning: Plan and lead long-term building, space planning, and critical redesign efforts, including headquarters build-outs.
  • Project Oversight: Oversee work by architects, contractors, construction, and engineering teams in collaboration with stakeholders and real estate partners.
  • Workspace Optimization: Partner with HR to design and optimize workspaces for a hybrid office culture.
  • Emergency Response Planning: Lead emergency response planning, including evacuation plans and disaster recovery efforts.
  • Policy Development: Develop and implement facilities policies and procedures.
  • Lease Compliance: Serve as the lead contact with property management, ensuring compliance with lease agreements.
  • Repair and Maintenance: Manage office repairs, HVAC systems, and tenant improvements, including handling contracts, permits, and licenses.
  • Vendor Management: Oversee janitorial services and external facilities vendors.
  • Regulatory Compliance: Manage building inspections and ensure compliance with fire and building codes.
  • Physical Security Management: Take accountability for physical security, including badge management, alarms, and visitor policies.
  • EH&S Compliance: Collaborate with Lab Operations to ensure a safe working environment and compliance with EH&S standards.
  • Asset Procurement and Tracking: Purchase office furniture and fixtures and maintain proper tracking of company property.
  • Budget Management: Assist in budgeting for facilities equipment, labor, materials, and external costs.
  • Team Leadership: Hire, mentor, and manage a team to support company growth.
  • Special Projects: Participate in and manage special projects and related duties.
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