Job Description

Manager of Fleet Procurement & Facilities Maintenance Location Los Angeles, CA :

Location: Executive Administration

Status: Exempt, Full Time

POSITION SUMMARY

The Catholic Cemeteries and Mortuaries Manager of Fleet Procurement & Facilities Maintenance oversees the physical office buildings, auxiliary buildings, maintenance buildings/ yards, mausoleum structures located within our cemeteries and mortuaries. Additionally, this position will manage the extensive fleet of vehicles, light duty construction equipment utility vehicles, cemetery maintenance equipment. This position will be responsible for creating & maintaining service maintenance logs for all vehicles & equipment utilized in caring for ongoing use in the Mortuaries & Cemeteries. All new leases and purchases of vehicles, light/heavy duty equipment, etc. will be supervised by this position. Functioning as an objective resource, this position reviews and evaluates facility & fleet needs within the cemeteries and mortuaries department of the Archdiocese of Los Angeles. This position ensures that Sr. Management, Local Management and employees can conduct business safely while complying with internal rules & regulations as well as complying with all State/County/City regulatory agencies.

The Manager of Fleet Procurement & Facilities Maintenance exists:

• As a channel of communication to receive and direct facilities & maintenance issues to appropriate resources inside or outside of the Archdiocese of Los Angeles for resolution.
• As a channel of communication to receive and direct fleet issues to appropriate resources inside or outside of the Archdiocese of Los Angeles for resolution.
• This position reports directly to the Director of Operations, East & West.

ESSENTIALS FUNCTIONS

All Archdiocesan employees represent the Roman Catholic Church and are, therefore, expected to conduct themselves according to the Church's mission and goals in performing their work.

Fleet

• Fleet Management - To include fleet operations and acquisitions (vehicle & equipment purchase, outfitting, and auction; exploring the ever-growing state requirements for green fleet sustainability strategy and policy coordination; electric vehicle (EV) and charging infrastructure planning and deployment; fleet performance and efficiency analysis; preventive maintenance and unscheduled repair; and fuel & fuel storage management) and equipment sales when required

• Responsible for capital planning/ infrastructure long-term financial programs; preparation of the department's annual budget and the organization wide cost-allocation model assigning vehicle and equipment costs to fleet's various location departments. Also includes oversight of contracts, purchasing agreements, accounts payable and receivable operations; as well as facilitating operational and process improvements

• Assist with long range planning for CC&M's transition to zero-emissions vehicles/ equipment, planning and implementation of associated infrastructure, and communication with stakeholders

• Manages, monitors and reports on all potential grants/governmental funds for the EV fleet initiatives

• Manages, coordinates and administers fiscal analysis, accounting, billing, and cash management

• Oversee and approves contract execution, invoicing and other procurement related processes in collaboration with Sr. Management

• Reviews and reconciles monthly expenditures and revenue with purchases, budget amounts, and year-end estimates to close

• Assists with the department's annual budget and the organizational cost-allocation model assigning vehicle and equipment costs to Fleet's various departments

• Monitors individual repair project budget summaries assuring expenditures are within approved budget, tracking changes to the contract documents that may result in change orders. Make recommendations to the Management team on change orders as necessary. Assists with budget development, as requested. Prepares complete reports on time with supporting conclusions and recommendations.

• Develops and maintains a records tracking system for the process and progress of each project for proper evaluation, control and documentation to ensure compliance with City, County, State, and Federal requirements.

• Creates presentation materials; authors write oral reports and assists the media department if necessary.

Updates and maintains list of facilities equipment, including life cycle and replacement costs.

Facilitates

• Reviews work for compliance with contract documents and appropriate guidelines, laws, and regulations.

• Supervises and coordinates the design and permit process and work of contractors, engineers, architects, design professionals, and other personnel to assure the efficient and economical use of funds, personnel, materials, facilities, and time.

• Plans, conducts and presents at project related meetings. Coordinates design, specification and maintenance construction meetings.

• Serves as a resource to the Location Managers and other departments by consulting on facility issues. Acts as liaison between Management, city representatives (if any) and contractors on projects. Assures effective communication among consultants, contractors, department heads and other stakeholders.

• Conducts needs assessment and meets with City personnel to assure needs are being met by proposed designs and specifications.

• Communicates project status to staff and other affected groups, keeping building occupants informed as to the progress of projects and of any developing problems, recommending alternative courses of action to mitigate such problems.

• Supervises Specialty Grounds team for repair and custom projects outside the scope of location regular projects.

• Plans, organizes, maintains, and manages the operations and reliability of facilities and general infrastructure systems. Establishes and monitors preventative maintenance processes and programs and facility inspection processes for on-going review of maintenance work by agencies having jurisdiction.

• Recommends, and assists with administering policies, procedures, and processes in support of grounds and building maintenance operations; implements and monitors compliance with approved policies, procedures, and processes.

• Administers procurement and fiscal management activities associated with building and grounds maintenance activities, which may include: RFPs, and contracts for custodial, grounds and maintenance related work to acquire trades and professional assistance; monitoring spending on project and cost account basis; recommending and implementing corrective spending plans; reviewing and authorizing purchase orders; administering contracts; obtaining price quotes and bids; purchasing in coordination with location management & Directors of Operation.

• Trouble shoots and responds to after-hour issues as needed regarding the operational aspects of the facilities such as HVAC issues, fire alarm malfunctions, electrical outages, water leaks, etc.

• Monitors the safety and accessibility of the grounds and their facilities. Serves as the point of contact for Cemeteries & Mortuaries for code (e.g. ADA, Fire Life Safety) compliance issues, accessibility improvement projects, and/or other code related issues.

• Monitors and oversees the work of external contractors to ensure terms of agreements are met and work is completed satisfactorily.

• Participates in the development and administration of grounds and building maintenance budgets; coordinates the allocation of resources following budget approval; recommends approval of expenditures.

• Collects and analyzes a variety of data and information, including utility costs and usage. Performs statistical analysis and summarizes findings in applicable reports or other communication mediums.

• Participates in/on a variety of meetings, committees (including chairing), task forces, and/or other related groups to communicate information regarding services, programs, areas of opportunity, and/or other pertinent information as appropriate.

• Serves as a liaison with other departments within CC&M, ADLA, the community, and external agencies in order to provide information on available resources, projects, and/or services.

Requirements:

MINIMUM QUALIFICATIONS

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

• A bachelor's degree and continuing education in a related field are preferred.

Four years progressively responsible experience with commercial building construction projects required. OR

• post-secondary vocational or occupational training in related fields or 6 years of direct construction project management.

• Extensive experience in the cemetery & mortuary operations preferred.

• Bi-lingual (English & Spanish) preferred.

• Demonstrated ability to provide strong leadership in an active and diverse operational environment and possesses strong organizational and interpersonal skills

• Experience with financial/accounting oversight, budget development, revenue management, contract administration and the ability to collect, compile, and analyze information and develop accurate reports

• Strong oral and written communication skills

• A California Class “C” Driver License is required

• Experience in multi-fund budget management and development

• Experience with procurement and cooperative agreements

Knowledge of:

• Archdiocesan principles, practices, and organization.

• Modern office methods and procedures.

• Computer programs including Microsoft Office.

• Basic accounting functions

• Fleet procurement programs & vendors

• Moderate understanding of State & Federal electric vehicle & equipment policy

Skill in:

• Short and long-range organizational planning.

• Managing multiple concurrent projects.

• Public relations and contact.

Ability to:

• Communicate effectively in written and oral form in English.

• Work collaboratively with others.

• Work on weekends and evenings when required.

• Attention to detailed work and have a highly developed ability to organize.

Physical Requirements

• Occasionally lift up to 50 pounds.
• Sit for sustained periods of time on a daily basis. Stand occasionally.
• Perform tasks requiring intermittent bending, stooping, squatting, walking, grasping, twisting, pushing, pulling, reaching below, at or above shoulder level.
• Utilize keyboard, phone, office equipment.
• Perform tasks requiring climbing ladders to access rooftops or air conditioning unit
• Frequent movement pertains to construction jobsites, maintenance yards or various building inspections.
• Exposure to internal and external temperature and noise levels

Compensation: $97,740 - $122,170

Job Tags

Full time, Contract work, For contractors, Local area, Weekend work, Afternoon shift,

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