Facilities and Projects Manager
16 days ago
Miami
Job Description:\n\nPosition Summary The Facilities and Projects Manager is responsible for helping ensure that all Ocaquatics Swim School locations are safe, clean, welcoming, efficient, and well maintained for our team members, families, and community. This is a working manager role. The Facilities and Projects Manager leads the maintenance and custodial team while also personally performing hands-on repairs, maintenance, troubleshooting, and urgent facility support when needed. This role requires strong technical ability, excellent organization, clear communication, full bilingual fluency in English and Spanish, strong relationships with the team, and consistent follow-through. The Facilities and Projects Manager must be able to manage day-to-day facility needs while also organizing and completing larger projects across all five Ocaquatics locations.Depending on the candidate’s experience and readiness, this position may begin as a Facilities and Projects Manager in Training role before progressing to the full Facilities and Projects Manager title. Purpose of the Role The purpose of this position is to support Ocaquatics’ mission by protecting and improving the physical spaces where our team members work and where families trust us to teach their children. This role makes a positive difference by:Creating safe, clean, and well-maintained facilitiesSupporting team members so they can focus on serving familiesResponding quickly and professionally to facility needsManaging projects that improve our locationsCaring for equipment, buildings, pools, and resources responsiblyHelping Ocaquatics live its commitment to people and the planet Reporting Relationship The Facilities and Projects Manager reports to the Operations Manager. Locations Supported This position supports all Ocaquatics Swim School locations and requires reliable transportation between locations. A company vehicle may be provided. Team Leadership Responsibilities The Facilities and Projects Manager directly supervises the maintenance and custodial team. Responsibilities include:Build strong, trusting relationships with maintenance and custodial team membersLead with humility, professionalism, and a servant-leadership mindsetSupport, coach, mentor, and develop direct reportsHelp hire, train, schedule, and evaluate maintenance and custodial team membersCommunicate clear expectations for quality, safety, cleanliness, and accountabilityDelegate work appropriately and follow up consistentlyHold team members accountable in a respectful and effective wayAddress performance concerns directly and promptlyRecognize strong performance and encourage team growthPlan and lead maintenance and custodial team meetings as neededHelp ensure appropriate staffing while avoiding unnecessary payroll costsSupport a No Drama Workplace by focusing on solutions, clarity, teamwork, and respectful communicationBe prepared to cover shifts in emergency team shortages Facilities and Maintenance Responsibilities The Facilities and Projects Manager is responsible for the ongoing condition, safety, cleanliness, and readiness of all Ocaquatics facilities. Responsibilities include:Oversee regular maintenance of all locationsPersonally perform hands-on repairs and maintenance when appropriateTroubleshoot facility and equipment issuesMaintain safe, clean, organized, and welcoming facilitiesRespond to urgent maintenance needsOversee pool systems and aquatic facility equipmentSupport maintenance of pumps, heaters, filters, HVAC systems, dehumidification systems, plumbing, electrical systems, and general facility equipmentEnsure maintenance tasks are completed properly and on timeDevelop and improve preventive maintenance systemsTrack recurring maintenance needs and identify patternsEnsure custodial standards are consistently metCoordinate larger maintenance periods and facility improvement workHelp locations remain operational, efficient, and prepared to serve families Project Management Responsibilities The Facilities and Projects Manager is responsible for organizing and managing facility-related projects across all locations. Responsibilities include:Manage repair, replacement, renovation, and improvement projectsPrioritize projects based on safety, urgency, business impact, cost, and team needsCreate and maintain clear project lists, timelines, and follow-up systemsCoordinate vendors, contractors, inspections, and permits when neededTrack project status and communicate updates clearlyFollow through on open items until completionManage multiple projects across multiple locations at the same timeAnticipate obstacles and communicate early when support or decisions are neededEnsure projects are completed with quality, accountability, and minimal disruption to operations Vendor, Budget, and Asset Responsibilities The Facilities and Projects Manager works with outside vendors and helps manage facility-related costs responsibly. Responsibilities include:Work with outside vendors and contractors for facility issuesRequest, review, and track proposals, bids, invoices, and project estimatesCommunicate clearly with vendors about expectations, timelines, and quality standardsHelp ensure work is completed properly before invoices are approvedWork within budgetary expectationsIdentify cost-effective solutions without compromising safety or qualityCreate and maintain an asset tracking systemHelp plan for equipment repair, replacement, and future purchasesMaintain a wish list or replacement plan for future facility needsSupport responsible purchasing and long-term equipment careConsider energy efficiency, water conservation, waste reduction, and environmental responsibility when making facility decisions Safety and Risk Management Responsibilities Safety is one of Ocaquatics’ core values and is a primary responsibility of this role. Responsibilities include:Maintain safe facilities for families, students, team members, and visitorsIdentify and correct hazards promptlyConduct regular walk-throughs of each facilityRespond quickly to safety concernsUnderstand and reduce potential liability risksEnforce safety expectations related to facilities and maintenanceEnsure equipment and facility systems are properly maintainedBe prepared to respond calmly and properly during emergenciesServe as an Aquatic Facility Operator or oversee AFO/CPO-level facility standardsHelp ensure certified team members are properly trained and supportedManage facility security needs, including keys, access, opening procedures, and closing procedures Communication and Accountability Expectations The Facilities and Projects Manager must communicate clearly, professionally, and consistently. Responsibilities include:Communicate regularly with the Operations ManagerProvide weekly updates, reports, or communication logs as requestedRead all other weekly Leadership reports and respond to pertaining reportsCommunicate facility concerns, project status, and urgent needs clearlyWork directly with location managers, regional leaders, the operations team, and support team membersListen actively to concerns and seek practical solutionsFollow through on commitmentsCommunicate early when deadlines, budgets, or expectations may not be metTake ownership of mistakes and help solve problems without blameMaintain professionalism when handling urgent, stressful, or unexpected situationsModel the OWN IT Mindset by operating with purpose, welcoming growth, navigating challenges with courage, investing in people, and transforming together Leadership Development ExpectationsManagers must attend monthly Leadership Lunch and Learns. Managers may only miss 1 per year. Hospitality and Culture Expectations At Ocaquatics, hospitality applies to every role, including facilities leadership. The Facilities and Projects Manager is expected to:Treat team members as our first customersBuild positive relationships with team members, families, vendors, and visitorsGreet others warmly and professionallyModel service-oriented behaviorBring positive energy to interactionsFix issues proactively when they are noticedSupport a culture of teamwork, respect, accountability, and continuous improvementDemonstrate Ocaquatics’ core values: Safety Focused, Service Oriented, Team Players, Fun and Friendly, Purpose Driven, and Always Learning Required Knowledge, Skills, and Abilities The ideal candidate will demonstrate:Full bilingual fluency in English and Spanish, including the ability to communicate clearly and professionally with team members, families, vendors, and leaders in both languagesStrong leadership and relationship-building skillsStrong organizational and time-management skillsAbility to manage multiple priorities across multiple locationsAbility to work independently without constant directionAbility to delegate and follow up effectivelyAbility to coach, mentor, and hold others accountableStrong problem-solving and troubleshooting abilityGood judgment about when to personally complete work and when to involve a vendorAbility to remain calm under pressureStrong attention to detailStrong written and verbal communication skillsAbility to work respectfully with team members, families, vendors, and managersWillingness to continue learning new systems, tools, and proceduresCommitment to safety, quality, service, teamwork, and Ocaquatics’ purpose Technical Experience and Certifications Required or strongly preferred experience includes:General facility maintenancePool systems and aquatic facility operationsPumps, filters, heaters, and related pool equipmentHVAC and dehumidification systemsBasic plumbingBasic electrical troubleshootingGeneral repairs and maintenanceVendor coordinationProject managementPreventive maintenance systemsCustodial operations and cleanliness standardsAFO, CPO, or similar aquatic facility certification, or willingness and ability to obtain certification Physical Requirements and Working Conditions This role requires the ability to perform hands-on facility and maintenance work. The Facilities and Projects Manager must be able to:Travel between all Ocaquatics locationsWalk, stand, bend, reach, climb, kneel, and work in maintenance areasLift and carry up to 50 pounds unassisted, and push, pull, or move heavier equipment or supplies with appropriate assistance or equipmentUse basic tools and maintenance equipment safelyWork around pools, pool equipment, chemicals, mechanical rooms, and wet environmentsWork indoors and outdoorsClimb ladders when neededRespond to urgent facility needsPerform work that may occasionally be physically demandingFollow safety procedures at all times After-Hours and Emergency Expectations This role may require availability outside normal working hours when urgent facility, safety, security, or operational needs arise. The Facilities and Projects Manager is expected to:Respond to after-hours emergencies when neededHelp determine whether an issue can wait or requires immediate actionCoordinate emergency vendors or repairs when necessaryCommunicate urgent issues clearly to the Operations Manager and affected location leadersSupport business continuity and safety during unexpected facility issues Winter Break Work RequirementsThe December 23 – January 2 winter break period is a required work period for this position. All Ocaquatics locations are closed during this time, making it the primary period for facility projects, maintenance work, and location improvements across all sites. The Facilities and Projects Manager is expected to be available and present throughout this period. Time off requests will not be approved for any dates between December 23 and January 2. Days worked during this period will be allocated as PTO to be used at a later date, subject to Ocaquatics' standard PTO policies. PTO will be allocated at an equivalent rate of hours worked, up to 8 hours per day.Manager in Training Pathway Ocaquatics typically develops managers from within the company whenever possible. Candidates who are interested in the Facilities and Projects Manager position may first be considered for a Facilities and Projects Manager in Training pathway before being granted the full Facilities and Projects Manager title. The Manager in Training process is a learner-controlled development process that may take approximately 90 days to 12 months, depending on the candidate’s prior experience, current skill level, leadership readiness, technical knowledge, and training needs. During the Manager in Training process, the candidate will work on developing the leadership, technical, communication, project management, and accountability skills required for the full Facilities and Projects Manager role. Progression through the program is based on demonstrated competency, consistent follow-through, strong relationships with the team, alignment with Ocaquatics’ core values, and readiness to fully lead the maintenance and custodial function across all locations. Completion of the Manager in Training process does not depend only on time in the role. The full Facilities and Projects Manager title is granted when Ocaquatics determines that the candidate has demonstrated the judgment, skills, leadership, accountability, and independence needed to successfully perform the full responsibilities of the position. First 90 Days Success Expectations During the first 90 days, success in this role will be measured by the candidate’s ability to:Build trust and positive working relationships with the maintenance and custodial teamBuild effective relationships with location managers and operations leadersLearn the facility needs, equipment, systems, and priorities of each locationDemonstrate hands-on competence in maintenance, troubleshooting, and repairsOrganize existing projects and open facility issuesCreate clear systems for tracking priorities, follow-up, and completionDemonstrate strong adherence to Ocaquatics’ core valuesCommunicate consistently and professionally in both English and SpanishShow accountability, reliability, and good judgmentBegin strengthening team expectations around quality, safety, cleanliness, and follow-throughFirst Year Success Expectations During the first year, success in this role will be measured by the candidate’s ability to:Lead a strong, accountable, and service-oriented maintenance and custodial teamMaintain safe, clean, reliable, and welcoming facilities across all locationsBuild a consistent preventive maintenance systemImprove project tracking and completion across all locationsStrengthen vendor relationships and cost controlImprove asset tracking and equipment replacement planningCommunicate clearly with the Operations Manager and location leadersReduce recurring facility problems through planning and accountabilityDemonstrate the OWN IT Mindset in daily leadership and decision-makingThis Role Is a Good Fit If...You enjoy serving the team and understand that team members are our first customersYou build strong relationships and lea
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