Position Purpose

The Facilities Manager is responsible for the overall management, operation, maintenance, safety, and administrative support functions of the Pastoral Center and designated diocesan properties, including the Bishop’s Residence, Nazareth House, C-Rae, and other assigned facilities.

This position provides leadership and oversight of facility operations, maintenance services, hospitality functions, office support services, vendor relationships, property management activities, and emergency response efforts. The Manager ensures that diocesan facilities remain safe, functional, welcoming, and reflective of the mission of the Diocese while providing exceptional support to the ministries, employees, clergy, and visitors served by the Pastoral Center.

General Duties

Facilities Management and Operations

  • Direct and oversee the maintenance, repair, and operation of all building systems, including electrical, plumbing, HVAC, elevator, telecommunications, irrigation, fire protection, security, and access control systems.
  • Conduct routine inspections of the Pastoral Center and assigned diocesan properties to identify maintenance, safety, operational, and aesthetic concerns.
  • Coordinate preventative maintenance schedules and ensure all systems and equipment are maintained in accordance with manufacturer recommendations and regulatory requirements.
  • Respond to facility emergencies and urgent maintenance issues on a 24-hour basis, including evenings, weekends, and holidays, as necessary.
  • Manage facility work orders and maintenance requests, ensuring timely and effective resolution of issues.
  • Perform minor repairs and maintenance activities when appropriate and coordinate specialized repairs through outside contractors.
  • Oversee grounds maintenance, landscaping, irrigation systems, pest control services, and exterior facility appearance.
  • Coordinate office relocations, furniture moves, workspace modifications, and facility setup needs throughout the Pastoral Center.
  • Ensure meeting rooms, conference areas, and event spaces are properly configured and maintained for diocesan meetings, trainings, and events.
  • Monitor facility conditions and recommend capital improvements, renovations, and facility enhancement projects.

Property Management

  • Manage the day-to-day maintenance and upkeep of diocesan-owned residential properties, including the Bishop’s Residence, Nazareth House, C-Rae, and other assigned facilities.
  • Coordinate repairs, renovations, inspections, and service contracts for assigned properties.
  • Maintain records of warranties, maintenance schedules, service agreements, permits, inspections, and property-related documentation.
  • Conduct regular property inspections and provide recommendations regarding maintenance needs and property improvements.

Administrative Services and Office Support

  • Supervise reception services, workroom operations, hospitality functions, housekeeping services, and maintenance staff.
  • Develop employee work schedules and assign daily responsibilities to ensure efficient departmental operations.
  • Coordinate hospitality services for meetings, events, and special diocesan functions.
  • Oversee mailroom operations, shipping and receiving activities, courier services, and postage systems.
  • Manage copier, printer, and office equipment contracts and ensure operational readiness throughout the Pastoral Center.
  • Maintain inventory levels and purchase office supplies, janitorial supplies, maintenance materials, and other operational resources for diocesan ministries.
  • Support diocesan ministries by responding to facility and administrative service requests in a timely and professional manner.

Financial Management and Purchasing

  • Approve and process invoices related to facilities operations, property maintenance, service contracts, and assigned diocesan properties.
  • Maintain accurate records of departmental expenditures, purchasing card transactions, petty cash activity, Amazon purchases, and other operational expenses.
  • Assist with the development and management of the annual facilities and administrative services budget.
  • Develop annual operating budgets for facilities, property management, maintenance, office services, and hospitality functions.
  • Prepare financial forecasts for anticipated maintenance projects, capital improvements, equipment replacement, service contracts, and operational expenditures.
  • Monitor actual expenditures against budget and forecasted spending, identify variances, and recommend corrective actions as needed.
  • Obtain competitive bids and proposals for maintenance projects, equipment purchases, and service agreements.
  • Monitor departmental expenditures and identify opportunities for operational efficiencies and cost savings.
  • Download, allocate, and maintain records for postage, copying, and departmental charge-back expenses.
  • Monitor and replenish postage accounts and other operational service accounts.

Vendor and Contract Management

  • Serve as the primary liaison with vendors, contractors, service providers, inspectors, and consultants.
  • Evaluate vendor performance and ensure services are delivered in accordance with contractual expectations.
  • Coordinate and oversee contractor activities to ensure work is completed safely, professionally, and within established timelines.
  • Maintain service contracts and ensure timely renewals, compliance requirements, and performance expectations are met.

Safety, Security, and Compliance

  • Ensure compliance with OSHA standards, fire safety requirements, environmental regulations, diocesan policies, and risk management guidelines.
  • Coordinate fire drills, emergency preparedness initiatives, safety inspections, and corrective actions.
  • Maintain emergency response procedures, building evacuation plans, and business continuity documentation.
  • Maintain facility security systems, key inventories, access credentials, alarm systems, and related records.
  • Investigate facility-related incidents and coordinate corrective actions when necessary.
  • Serve as a member of the Pastoral Center Emergency Response Team.
  • Coordinate hurricane preparedness and disaster recovery efforts for diocesan facilities and assigned properties.

Other Duties

  • Foster a welcoming, safe, and professional environment for employees, clergy, volunteers, visitors, and guests.
  • Support diocesan events, meetings, and special projects as assigned.
  • Perform other duties as assigned to support the mission and operations of the Diocese of Saint Petersburg.

Working Conditions

The position operates in both office and facility environments and requires frequent interaction with employees, clergy, vendors, contractors, and visitors. The position may require occasional evening, weekend, and emergency response work. The employee must be available to respond to facility emergencies affecting diocesan operations and properties.

Qualities and Skills

  • Practicing Roman Catholic in good standing with the Church.
  • Demonstrated understanding of and commitment to the mission, teachings, and values of the Roman Catholic Church.
  • Associate’s degree in Facilities Management, Business Administration, Construction Management, Property Management, or a related field preferred.
  • Minimum of five (5) years of progressively responsible experience in facilities management, property management, operations management, or related field.
  • Experience managing multiple facilities, service contracts, vendors, and maintenance projects preferred.
  • Knowledge of facility operations, building systems, maintenance practices, and property management principles.
  • Ability to manage and motivate a diverse team of employees.
  • Strong organizational and project management skills.
  • Ability to manage multiple priorities and respond effectively to emergencies.
  • Strong customer service and interpersonal skills.
  • Ability to communicate effectively with clergy, diocesan leadership, employees, contractors, and vendors.
  • Proficiency in Microsoft Office applications and facility management systems.
  • Ability to maintain confidentiality and exercise sound judgment.
  • Ability to work independently with minimal supervision.
  • Successfully complete a FDLE Level II Criminal Background screening and meet the minimum Standards of Moral Conduct of the Diocese.

Benefits:

  • 401(k)
  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Parental leave
  • Professional development assistance
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance

To Apply: Please complete the application on this link: Facilities Manager – Saint Petersburg, FL 33710 – Indeed.com