Director of Facilities (0.6 FTE)

Position Summary

The Director of Facilities is responsible for the strategic oversight, maintenance, safety, and operational performance of the School’s physical plant (approximately 82,000 square feet). This role manages outsourced vendors, ensures regulatory compliance, oversees preventive maintenance systems, and supports capital planning.

This is a part-time (.6 FTE), exempt position focused on management and oversight rather than hands-on technical work, with day-to-day maintenance executed by internal staff and external service providers.

Key Responsibilities

Facilities Operations & Systems Oversight

• Oversee all building systems, including HVAC, electrical, plumbing, and life safety systems
• Ensure reliable, safe, and efficient operation of the campus
• Establish and maintain standard operating procedures for routine and emergency situations

Vendor Management (Primary Function)

• Manage all outsourced facilities vendors (cleaning, HVAC, security, landscaping, etc.)
• Negotiate contracts, monitor performance, and ensure service level expectations are met
• Conduct regular vendor reviews and identify cost optimization opportunities

Preventive Maintenance & Work Order Systems

• Lead full implementation and utilization of the School’s work order system (FMX)
• Develop and maintain a comprehensive preventive maintenance program
• Ensure timely resolution and tracking of all work orders

Regulatory Compliance & Safety

• Ensure compliance with all applicable federal, state, and local regulations
• Maintain inspection schedules (fire, boiler, elevator, etc.) and documentation
• Partner with school leadership on safety planning and emergency preparedness

Capital Planning & Deferred Maintenance

• Develop and maintain a rolling 1–3 year capital and deferred maintenance plan
• Identify, prioritize, and budget for facility improvements and major repairs
• Support long-range facilities planning aligned with institutional priorities

Budget Management

• Develop and manage the annual facilities operating budget
• Monitor spending and identify efficiencies while maintaining service quality
• Provide regular reporting and forecasting to the Director of Finance & Operations

Team Coordination

• Supervise and support the on-site maintenance staff member
• Clearly define responsibilities between internal staff and external vendors
• Ensure effective daily operations and communication

Security & Access Control

• Oversee building access systems, key control, and vendor access protocols
• Partner with leadership on campus security enhancements and systems

Qualifications

• 5–10+ years of facilities management experience, preferably in a school, campus, or institutional setting
• Demonstrated experience managing outsourced vendor models
• Strong knowledge of building systems, preventive maintenance, and regulatory compliance
• Experience with facilities management software (FMX or similar preferred)
• Proven ability to manage budgets and prioritize competing needs
• Excellent organizational, communication, and problem-solving skills

Key Competencies

• Strategic oversight vs. hands-on execution
• Vendor accountability and performance management
• Systems thinker (process-driven, not reactive)
• Financial and operational discipline
• Risk awareness and compliance focus

Work Schedule

• Approximately 24 hours per week
• Flexible schedule with availability for urgent issues as needed

Reporting Structure

• Reports to the Director of Finance & Operations
• Supervises maintenance staff (1 FTE)
• Works closely with school leadership and external vendors

About The Rashi School

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