Job Title: Facilities and Fleet Manager

Location: Naples, Florida

Job Type: Exempt/Full-Time

Salary: Starting at $65,000 (Based on experience)

Benefits: Include but not limited to: Medical, 401k, PTO, tuition reimbursement

Reports to: Facilities Director

Job Overview:

We are seeking a highly organized and dedicated Facilities and Fleet Coordinator to oversee and manage the daily operations of the facilities and vehicle fleet within our organization. This position is responsible for ensuring that all physical spaces and vehicles are well-maintained, safe, and compliant with relevant regulations. The ideal candidate will have strong communication skills, and the ability to manage multiple priorities effectively.  Overseeing daily operations in the Director's absence.

Key Responsibilities:

Facilities Management-

• Assist with overseeing the maintenance and repair of all facility infrastructure, including buildings, equipment, furniture, and utilities.
• Assist with ensuring compliance with health and safety regulations, fire codes, life safety systems, and ADA requirements, particularly in a behavioral health environment.
• Coordinate and manage life safety systems, including fire alarms, security alarms, and emergency lighting systems to ensure operational readiness at all times.
• Implement and monitor fire safety protocols and emergency evacuation plans for the facility.
• Manage the facility's access control systems, including FOB access, ensuring proper tracking of keys and security clearance for staff.
• Coordinate regular inspections of the facilities to identify maintenance issues and ensure corrective actions are taken in a timely manner.
• Liaise with external contractors for specialized maintenance or repair work (e.g., HVAC, plumbing, electrical).
• Manage and optimize utility services (water, gas, electricity) to reduce costs and maintain sustainability efforts.
• Track and manage utility usage, addressing any inefficiencies or issues that arise.
• Coordinate set-up and organization for events, meetings, and any special programs within the facilities.
• Track and maintain documentation for facility-related compliance and inspections.

Vendor and Contractor Management-

• Source, negotiate, and manage relationships with vendors and contractors for routine and emergency facility maintenance, cleaning, landscaping, and fleet services.
• Ensure vendors are meeting contractual obligations and maintaining quality service standards.
• Track vendor performance, resolving any issues or complaints related to service delivery.
• Review and process invoices, ensuring that all services are billed correctly, and payments are timely.
• Ensure vendors comply with relevant health, safety, and regulatory standards, especially in the context of a behavioral health setting.

Fleet Management-

• Oversee the maintenance, scheduling, and repair of the organization's vehicle fleet, ensuring vehicles are reliable, safe, and compliant with all local, state, and federal regulations.
• Coordinate vehicle usage and assignments to staff, ensuring that transportation is available when needed.
• Maintain accurate records of fleet service, maintenance schedules, fuel usage, and mileage.
• Ensure vehicles are properly equipped for the needs of the behavioral health staff, including maintaining appropriate safety and medical equipment on board.
• Work with third-party vendors for fleet repairs and necessary inspections.
• Monitor and track fleet insurance coverage and renewals, ensuring compliance with organizational and regulatory standards.
• Develop and implement vehicle management protocols to ensure safety, efficiency, and cost control.
• Maintain and monitor fleet maintenance schedules, including tire rotation, oil changes, and vehicle inspections.

Administrative & Compliance-

• Assist with budget preparation and cost tracking for facilities and fleet-related expenses.
• Prepare and maintain reports related to facilities, vendor performance, and fleet operations.
• Ensure all necessary permits, licenses, and certifications for both facilities and vehicles are up-to-date and compliant with regulations.
• Develop and enforce policies and procedures related to the use of the facility and fleet to maintain consistency and safety.
• Support staff training on proper vehicle usage, safety procedures, emergency protocols, and compliance with access control systems.

Qualifications:

• Education:
• Associate's or bachelor's degree in Facilities Management, Business Administration, or a related field = REQUIRED
• Minimum of 2-3 years of experience in facilities management, fleet coordination, or a related role, preferably in the healthcare or behavioral health field = PREFERRED

Key Skills and Competencies:

• Strong knowledge of building systems (HVAC, electrical, plumbing, life safety systems) and fleet management best practices = PREFERRED
• Ability to handle emergency situations, troubleshoot problems, and make quick decisions under pressure.
• Experience managing vendor relationships and service contracts.
• Strong leadership and team management skills.
• Strong communication and organizational skills, with a focus on attention to detail.
• Ability to work independently and as part of a team in a fast-paced, dynamic environment.
• Familiarity with behavioral health environments and safety protocols is a plus.
• Valid driver's license with a clean driving record required.

Working Conditions:

• On-call availability may be required for emergencies related to facilities, fleet, or life safety systems.
• Occasional physical labor may be required (e.g., lifting, moving supplies, inspecting facilities).