We are helping an incredibly nice but private family in Hawaii find a top notch Director of Facilities. You will be overseeing at minimum 6 residences in Hawaii and Florida. You should have excellent budgeting skills, be an Excel and Quickbooks whiz, and ready for a large but rewarding job! This position requires complete flexibility and the ability to island hop and travel at a moments notice. Please see below for the actual job description from the client. We are only accepting candidates who meet all of these qualifications. If this is your dream job, send us your resume! heather@thehelpcompany.com
Position Overview
The Executive Director of Facilities (EDFM) will be primarily and unfailingly focused on ensuring the satisfaction, comfort, and security of the Clients. The EDFM must be able to independently analyze and manage challenging and non-routine situations and circumstances and must have the ability to grow and evolve to the roles and requirements of the position as those change. The EDFM manages the day-to-day business, personal, and social activities of the Clients; demonstrates the ability to handle confidential information with discretion; prioritizes and handles internal and external mail and correspondence; schedules meetings and maintains (in coordination with the Executive Personal Assistant) daily and long-term calendar, coordinates meetings for the Clients; manages all aspects of Clients’ travel and local transportation requirements; creates and maintains a comprehensive filing system; coordinates Clients’ participation in business as well as community and social activities or events; and works collaboratively with and assists other team members to achieve the mission and goals of the Company.
Essential Functions
Assists in the development of the annual budget and then manages and controls that budget.
Develops and directs the implementation of goals, objectives, policies, procedures, and work standards for the staff and then selects, trains, motivates, and directs company staff and personnel in a cooperative manner and evaluates and reviews work for conformance with company standards.
Travels inter-island as well as abroad with varying frequency in advance to locations where the Clients are to be traveling in order to inspect and evaluate the locations and conditions as well as meet and liaise with hotel (or other accommodation) and staff to ensure communication of and adherence to required conditions, service levels, clients’ dietary requirements and needs, environmental management, and other needs of the Clients.
Obtains or coordinates for obtaining proposals for services; evaluates proposals and effectively negotiates contracts and ensures compliance by service providers.
Troubleshoots and fixes issues with phones, tablets, computers, printer copiers, wi-fi and fiber optic internet, and other devices and systems.
Drives Clients to and retrieves them from appointments, the airport, as well as other locations.
Books Client business travel and vacations and makes and confirms restaurant reservations.
Assists with shopping (online and in-person, including detailed research of shopping options) and errands, buys gifts, and sends holiday cards.
The EDFM also plans, organizes, manages, and provides administrative direction and oversight for all functions and activities of Company staff, including hiring, training, and supervision.
For Company buildings and residences, the EDFM oversees maintenance, cleaning, and repair of buildings, facilities, grounds, vehicles, and equipment; coordinates assigned activities with other staff, outside vendors and agencies, and guests and invitees of the company.
Checks on and maintains inventory for the home(s) and office workspaces through coordination with Executive Personal Assistant (EPA) and staff.
Can assist Clients with moving and related tasks as needed.
Qualifications
Possesses a four-year degree in a related field and a minimum of five years of related work experience.
Possesses exemplary written and verbal communication skills.
Effectively uses and operates QuickBooks, Microsoft productivity suite programs as well as Apple products (Excel and Word most often), Proton Signal communication software, as well as other standard and typical office software systems.
Possesses excellent organizational, leadership, and interpersonal skills.
Possesses a valid drivers’ license, clean driving record, and excellent and safe driving habits.
Is or can become a notary public.
Hyper organized.
