Facilities and Procurement Manager

Job DetailsJob Location: Main Office BCC - Portland, OR 97209Position Type: Full TimeSalary Range: $72,800.00 - $83,200.00 SalaryJob Shift: DayJob Category: AdministrativePOSITION DESCRIPTION

Position: Facilities and Procurement Manager

Supervisor: Chief Financial Officer

Location: Bud Clark Commons (665 NW Hoyt St Portland, OR)

Hours: Monday-Friday; some weekend and evening work required

Starting Salary: $72,800- $83,200 DOE

Classification: Exempt, Unrepresented, Full-Time, Benefits Eligible

GENERAL RESPONSIBILITIES

The Facilities and Procurement Manager provides strategic oversight of organization-wide procurement, facilities operations, asset and inventory management, warehouse operations, vendor relationships, and capital improvement projects. The Manager develops competitive procurement processes; sources and negotiates contracts for goods, services, maintenance, repairs, and capital projects; and oversees vendors, contractors, and service providers.

This position ensures Transition Projects maximizes its purchasing power, maintains safe and efficient facilities, protects organizational assets, and complies with applicable policies and regulations. The Manager also maintains facility, asset, and inventory systems and collaborates with program leadership to ensure facilities, equipment, supplies, and other resources support service delivery throughout the agency.

SPECIFIC RESPONSIBILITIES

Procurement & Contract Management

Develop and implement innovative, cost-effective procurement strategies.
Source, evaluate, and engage reliable suppliers, vendors, and service providers.
Negotiate, administer, and manage vendor contracts, leases, maintenance agreements, service-level agreements, and renewals to ensure continued value and compliance.
Develop and administer formal bid processes, including Requests for Proposals (RFPs), Requests for Quotes (RFQs), and Requests for Information (RFIs), for facility-related projects, services, and organizational purchases; evaluate responses and make recommendations for vendor and contractor selection.
Perform risk assessments on proposed contracts, agreements, and major purchases.
Build and maintain long-term relationships with vendors, contractors, suppliers, and landlords, and monitor vendor performance and contract compliance.
Achieve measurable cost savings while maintaining quality and service standards.
Maintain procurement records and documentation in compliance with organizational policies.
Review invoices for contracted goods and services and coordinate approval and payment with the appropriate departments.
Prepare quarterly procurement reports for the executive team.

Facilities Management & Capital Projects

Coordinate and oversee facility maintenance, repairs, renovations, and capital improvement projects across all agency properties.
Manage facility-related contracts and service providers, including janitorial, landscaping, HVAC, plumbing, electrical, fire and life safety, security, elevator, and other building systems vendors.
Develop scopes of work and bid packages for facility improvement projects.
Serve as the primary liaison between the agency, contractors, vendors, landlords, and facility service providers, and monitor work for quality, compliance, safety, budget adherence, and timely completion.
Coordinate facility inspections and preventive and corrective maintenance activities, and maintain related documentation, including warranties, permits, service records, schedules, and project files.
Identify facility improvements that enhance efficiency, safety, accessibility, sustainability, and operational effectiveness.
Support emergency response and business continuity efforts related to agency facilities.

Asset Management

Develop and maintain a comprehensive asset management program, including inventories, replacement schedules, and lifecycle management plans for agency-owned equipment, furniture, technology, vehicles, and other capital assets.
Track asset acquisition, deployment, maintenance, transfer, and disposal; conduct periodic inventories and audits; and maintain accurate records for insurance, financial reporting, regulatory compliance, and budgeting.
Collaborate with Information Technology and Operations to manage technology assets and equipment inventories.
Develop recommendations for equipment replacement and capital investment planning.
Coordinate maintenance, repairs, inspections, and other service needs for agency vehicles.

Warehouse & Inventory Operations

Manage Transition Projects’ warehouse operations, including the safe, secure, organized, and efficient storage and distribution of products, equipment, and supplies.
Collaborate with program managers to coordinate warehouse access, open shopping hours, and inventory availability.
Develop and maintain inventory tracking systems and databases, and implement best practices for inventory control, storage, distribution, and loss prevention.
Coordinate and, as needed, transport equipment, materials, and supplies between agency facilities and programs.
Respond to warehouse needs and emergencies, including during evenings and weekends as needed.

Emergency Preparedness & Agency Support

Collaborate with the Emergency Services Manager on emergency preparedness and disaster response planning, including procurement and resource deployment during severe weather, natural disasters, and facility emergencies.
Maintain adequate inventories of emergency supplies and equipment, and collaborate with program leadership and the Volunteer Program Manager to ensure needed resources are accessible

PERFORMANCE REQUIREMENTS

Each Transition Projects employee must

Acquire First Aid/CPR/AED certification within 30 days of hire and be retested biannually thereafter throughout employment.
Complete Bloodborne Pathogens and Narcan Training within 30 days of hire and be retested annually thereafter throughout employment.
Demonstrate reliability by being present for work as scheduled, arriving and leaving on time and taking breaks in expected time frames.
Interact effectively with persons of diverse ethnic backgrounds, religious views, cultural backgrounds, and sexual orientations and treat each individual with respect and dignity.
Attend agency and program staff meetings.

PHYSICAL/MENTAL REQUIREMENTS

The physical and mental demands described here are representative of those that must be met by an employee, with or without accommodation, to successfully perform the essential functions of this job.

Hearing and vision adequate for interaction with participants, interaction with staff and interaction with the general public.
Hearing adequate for telephone work. Vision adequate for close work.
Hand and finger dexterity adequate to operate standard office equipment.
Ability to walk, bend, stand, sit, reach, stoop, pull, squat, kneel, climb stairs and ladders
Sitting at a desk completing paperwork and working on a computer for lengthy periods.
Ability to perform CPR and other emergency life-saving care with the assistance of teammates until emergency responders arrive.
Ability to lift 50 pounds.

WORKING CONDITIONS / SAFETY CONSIDERATIONS

Work environments may include exposure to animals/pets across various program sites.
This position requires travel between agency locations and occasional operation of agency vehicles.

MINIMUM QUALIFICATIONS

Bachelor’s degree in business administration, supply chain management, procurement, facilities management, project management, or a related field, plus 2-3 years of relevant professional experience; or an equivalent combination of relevant education, professional certification, and professional experience.
Valid driver’s license and ability to meet Transition Projects’ agency vehicle-insurance requirements
Experience with procurement, supply chain, inventory, or asset management systems and tools, such as Oracle, SAP Ariba, Envision, or Microsoft Excel.
Strong customer-service orientation and ability to build effective working relationships with internal and external stakeholders.
Ability to work independently, establish priorities, manage multiple competing demands, and carry projects through to completion.
Strong planning, organization, and project-management skills, with close attention to detail and the ability to meet deadlines in a fast-paced environment.
Strong collaboration, communication, and relationship-management skills, with the ability to establish credibility and influence others.

PREFERRED QUALIFICATIONS

Familiarity with affordable housing, permanent supportive housing, homeless services, or congregate shelter operations.
Familiarity with the Multnomah County Homeless Services Department (HSD) and the broader regional homeless-services system.
Experience supporting facility operations in congregate shelter, affordable housing, or permanent supportive housing settings.
Familiarity with master leasing, landlord negotiations, and housing-related vendor or service agreements.
Experience administering contracts involving security, real estate, facility maintenance, or related services.
Previous leadership or management experience.
Experience working with local vendors, contractors, and service providers.

Transition Projects, Inc. is an equal opportunity employer and does not discriminate on the basis of race, color, religion, age, gender, sexual orientation, ancestry, national origin, citizenship, marital status, familial status, physical or mental disability, veteran status, genetic information, source of income, union participation or activities, or any other status legally protected by applicable local, state or federal law.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
Qualifications