THE ORGANIZATION: The Frye Art Museum is a living legacy of visionary patronage and civic responsibility, committed to artistic inquiry and a rich visitor experience. A catalyst for our engagement with contemporary art and artists is the Founding Collection of Charles and Emma Frye, access to which shall always be free.
THE POSITION: Facilities Manager
FLSA STATUS: Exempt
REPORTS TO: Deputy Director, Finance and Facilities
DEPARTMENT: Finance and Facilities
SUPERVISES: Facilities Associate
LAST UPDATED: 5.10.16
- Effectively leads and oversees museum facilities and resources in the following areas:
- Proactive building, parking lot, and adjacent investment property maintenance
- Vendor contracts: HVAC, Janitorial, Landscaping, Elevators, Mechanical, Electrical, Pool, among others
- Budget and capital expenditure management
- Event set up and breakdown
- Consistently positive internal and external customer service experience
- Hiring and supervision of Facilities Assistant and AV Technician
- Monitor and administer maintenance of the building facility, parking lots, museum vehicle(s).
- Maintain and negotiate building systems and equipment maintenance schedules/contracts (HVAC, landscape, elevators, pool maintenance, Café equipment, electrical, plumbing; etc.).Conduct daily inspections of buildings and grounds, making recommendations for improvements and repairs.
- Monitor and maintain two adjacent investment properties.
- Develop maintenance and cleaning schedules, working closely with custodial vendor(s) to provide optimal coverage.
- Purchase supplies and tools as required.
- Oversee installation and removal of Boren Avenue exhibition banner as needed.
- Oversee battery replacement for Exit lights.
- Touch-up painting and repairs as needed.
Vendor Management (15%)
- Liaison with McKinstry in their 24/7 remote management of our total building system (HVAC-Chiller, AHUs, Fans, Pumps, etc.) and in their preventive/predictive/proactive building envelope management. Be on call as liaison (with Deputy Director, Finance and Facilities) for any diagnostic decisions, 24/7.
Cross Functional Leadership and Relationships (10%)
- Represent facility needs in internal/external meetings, and provide Museum-wide support as it pertains to building use, safety, and logistics.
- Coordinates with Exhibition Designer on exhibition maintenance/improvements, as well as installations of permanent and traveling exhibits.
- Responsible for facilitating, implementing, and evaluating appropriate and productive use of the building in collaboration with fellow staff.
- Monitor calendar and scheduling of the facility. Uphold and review facility usage and occupancy guidelines with departmental input.
- Assist Curatorial/Exhibitions in the receipt of, and loading, of art loans and equipment.
- Work closely with Events, Education, Communications, and Curatorial Departments to ensure facility requirements and maintenance standards are met and necessary support provided.
- Work closely with Security Manager to plan, schedule, and complete all required annual systems and equipment inspections.
- Work with Security Manager to attend to building access issues, key control systems, surveillance systems, and security monitoring.
- Work with Security Manager to cover any and all after-hours emergencies and monitoring.
- Work with Security Manager to maintain Emergency Response Plan and then update, test, and monitor emergency procedures with the Security Systems Manager.
- Manage, maintain, and support Mitel 50001P-based phone/voice mail system servers, hardware, endpoints, and programming. This can be coordinated with outside contractor.
- Manage all Museum mobile device deployment, staff access, Museum device access, and ongoing service agreements.
Event Management (20%)
- Responsible for the scheduling and supervision of our rotating crew of AVTechs in the setting up and striking of all event equipment and materials for Museum events and programs across all Museum spaces. Fill-in as needed.
- Monitor Frye Public Calendars for upcoming events and generate and maintain public calendar for AVTech coverage.
- Coordinate with Event and Security managers to decide coverage levels required based on programming details.
- Available as “day of” Museum contact for clients during events.
- Return Museum to pre-event condition following programming.
- “In event” janitorial support as necessary.
- Oversee management of Auditorium sound booth.
- Basic knowledge of HVAC, steam, electrical, plumbing, phone systems, and general maintenance. Knowledge of IT systems is a plus.
- Experience in contracting with, and supervision of, outside contractors and consultants.
- Demonstrated orientation towards collaboration, customer service, and positive relationship building
- A self-starter with the ability to operate with purpose, urgency, and accuracy both independently and as part of a team in a dynamic environment with concurrent deadlines and rapidly changing priorities.
- Exceptional time management, project management, and organizational skills.
- Detail-oriented with ability to prioritize, manage, and multitask; ability to coordinate complex schedules and analyze and solve problems.
- Proven track record of hiring, inspiring, growing, and managing a high functioning team.
- Appreciates and understands the value of positive team work.
- Excellent team player with abilities to motivate and work cooperatively and effectively with Museum staff, as well as work well independently.
- Professional demeanor and ability to interact with all levels within the organization.
- Skilled in working independently with details, with ability to understand and clearly communicate the big picture to various groups.
- Experience in nonprofit or museum setting a plus, as well as willingness to work non-traditional hour and long business hours on occasion.
- Enjoys challenges.
- Proficient in contemporary office computer programs and applications.
- Able to lift up to 50 pounds. Need to use movable ladders and to access roof by permanent ladder.
- Must have current driver’s license for occasional use of Museum van.
- Committed to the Frye Art Museum’s history and future.
- Must pass background check.
Bachelors (B.S. or B.A.) degree or equivalent from a nationally accredited college or 4–6 more years related work experience or an equivalent combination, preferably in a museum environment.
Work areas are inside, in a climate-controlled environment with light background noise. Some work in a basement mechanical room when there is higher heat and humidity due to steam pipes. Work is occasionally performed at other indoor and outdoor sites. Occasionally need to access roof. Shift times may vary due to Museum’s requirements to staff the facilities at all hours. Work may require sustained standing during Museum events.
PHYSICAL ACTIVITIES REQUIRED TO PERFORM ESSENTIAL FUNCTIONS:
Sitting/Standing/Walking: Approximately 5% of time is spent seated while working at a desk. Balance of time (approximately 95%) is spent standing or moving around the work area. Ability to stand for extended periods of time when assisting at Museum events.
Speaking/Hearing: Clear diction and acute hearing are necessary for effective communication with donors, members, the public, and co-workers.
Lifting/Carrying/Pushing/Pulling: The ability to lift and carry up to 20 pounds is necessary for moving material and equipment for events.
Vision: Corrected vision close to 20.20 is necessary to effectively use the computer screens.
Stooping/Kneeling: The ability to stoop and kneel is necessary for accessing files.
Reaching/Handling: Good manual dexterity is necessary for computer keyboard use and for retrieving and working with appropriate paperwork, equipment, and supplies.
Candidates should send cover letter and resume with “Facilities Manager” in the subject line to firstname.lastname@example.org. No phone calls please.