Corporate Facilities & Food Services Project Manager Job Listing at Odle Management in Scottsdale, AZ (Job ID 8484)

Description

Odle Management – A subsidiary of Eckerd Connects

Reports to the Corporate Finance and Administration Director and is a salaried, exempt position.  Responsible for overseeing Finance and Administration projects from start to finish.   Communicating with the project team and stakeholders, managing risks and issues, and monitoring progress to ensure that projects stay on track. Also responsible for evaluating project success and identifying areas for improvement in future projects.  Main areas of focus are establishing and maintaining a comprehensive facility maintenance and food service plan and assist the Corporate Finance and Administration Director with assessments to ensure all contracts comply with government and management directives. Maximize operational efficiency and effectiveness by assuring the organization stays current with required facility maintenance plans and timely use of CRA funding. Oversight of F&A's Universal Audit Plan compliance and all other contract administration as assigned.  Develops monitoring tools and conducts financial and administration audits; participates in corporate assessments; reviews corporate policy and procedures for inconsistencies; and develops strategic recommendations for improving purchasing and internal control processes.

RESPONSIBILITIES:

Project management for the organization's facility maintenance and food areas including training, guidance and support in the following areas:

• Responsible for evaluating and improving the efficiency and effectiveness of the Centers' facility maintenance and food service programs.   Full emersion and active, daily engagement in all aspects of CRA, CTST, Equipment and Food Service.  The SME and our primary resource for these areas. 
  1. Facilitated completion of written plans/submissions, coordinates with various parties, and continually follows up to meet timelines and ensure effective application of known procedures or requirements.
  2. Go-to resource for all things CRA, CTST, Equipment and Food Service with primary focus on project management to timely move projects forward

• Maintain a multiple tab spreadsheet for each center to account for the status of each CRA projects, checklist of O&M the center needs to adhere to, training agenda, standard monthly calls and any other pertinent oversight and technical assistance and training.
  1. Central to this is collecting all the data/information at your disposal and reference in terms of each center's 1) Funded-Not-Corrected (FNC) project listing, that information in the CRA request system matches in all respects the information on the Quarterly CRA report (that we update monthly); 2) Facility surveys; and 3) facility maintenance issues identified (written down) by F&A Director and Facility Maintenance Manager during facility walks. 

• Hold Center staff accountable for their individual performance in those areas of responsibility.
  1. Assist staff overcome obstacles – with subcontracted vendors, the CO, COR/Region or ESC – to timely complete each funded project.
     • Often this will mean daily contact with each F&A Director and/or Facility Maintenance Manager to obtain updates, status reports or to provide technical assistance and/or research/overcome a problem. 
     • Being in the middle on preparing or improving CRA requests into the Region to improve our chances for Regional approval.
       • Make the issue known to the respective Regional Director to see if contact needs to be made with the CO, COR/Region or ESC.
     • If a CRA has been FOPed, but there is a delay in receiving a contract mod., following up with the COR to find out the status or reason for the delay.  
       • We need to make sure you have access to: G:\General Accounting Resources & Information\General CRA Info\CRA Reporting by Contract\{center name}\ so you can help yourself to the Quarterly (in our case) monthly CRA reports.
     • Reach out to each ESC rep – over our centers – and introduce yourself and make it known to them that you are the main corporate POC for all things CRA and that you would like to be on all correspondence involving CRA including any upcoming facility surveys or ESC visits. 
     • Make sure each center is meeting the reporting requirements of uploading the CRA reports into the CRA request system as required/ to be in compliance.

• For CTST ensure:
  1. Timely funds expenditures, resolve any delays to move project completion forward, track spending and keep reporting of spend-down for each project up-to-date and accurate. 
  2. Direct involvement with collecting the CTST plans, facilitating or confirming receipt by the Region (or in the system), monitoring receipt of CTST funding to then timely spend on the approved projects. This close monitoring is from start to finish. 

• For equipment, following up with the center on routine or urgent equipment requests, facilitating completion and timely submission (for approval) for PRLs, and follow-up with the COR (in conference/coordination with the respective Regional Director)
  1. There are some especially time-sensitive and critical equipment requests that especially require your direct involvement to move forward (receive mod and timely purchase). 

• Perform verifications to ensure basic processes are consistently performed accurately and timely. Examples include (but are not limited to) reviewing weekly maintenance work orders, ensuring occupation safety and health standards and certifications are current, reviewing weekly facility maintenance work orders, ensuring meal service and dining environment meet stringent nutrition and health standards, and conducting student satisfaction surveys to ensure the high quality and satisfaction of meals provided.
  1. Key participant in meal planning as well as determining and monitoring each center's cost per meal. 
• Develop procedures for food service management and control that prevent fraud and abuse, protect and maintain equipment and food preparation areas, and ensure safe and sanitary handling and storage of food.
• Prepare monthly written report the includes the following:
  1. Four main sections: 1) CRA, 2) CTST, 3) Equipment and 4) Food Service
  2. Underneath each section, list:
     • Primary Area(s) of concern or most time critical project(s) to be completed. The focus for 1) is about deliverables and meeting due dates.
     • The latest status of resolving the concern or problem – who is responsible for completion and/or what commitments were made and by whom.
     • What resources are needed, if any, to facilitate problem resolution or completion of a project.

• Assist in the development of new and revised policies and procedures affecting center administration.

• Research, follow-up/answer day-to-day questions/concerns posed by the Centers' F&A Directors, supervisors or line staff

• After each Corporate Office Center Assessment (COCA) visit, prepare for an assessment report documenting observations, findings and recommendations using the established reporting format and protocols.

• Interact with and provide on-going feedback to corporate management concerning findings and recommendations resulting from assessments or projects.

• Work with the appropriate center and regional staff on architectural and engineering projects relative to construction and rehabilitation projects and CTST plans.

• Manages timeframes for completion of funded CRA deficiencies and CTST projects including submitting quarterly report be each Center via the FNC/CRA/CTST website.   

• Ensures Centers update the status of each FNC/OEM deficiencies at least monthly or more frequently as needed.

• Hold meetings with each center at least once a month to review the status of each FNC/O&M deficiency and review the status of work orders in Asset Essentials.

• Make certain Centers complete all other required reporting in accordance with PRH directives including but not limited to energy and water consumption data, Greenhouse Gas (GHG) information, preventative maintenance plan, CRA reports and CTST plans. 

Oversight of F&A's Universal Audit Plan including conducting assessments and technical assistance training and support in the following areas:

• Audit testing of specified area and identify reportable issues and dimension of risk.

• Continuously monitor and evaluate internal procedures to ensure policies and procedures comply with the Corporate and PRH directives.

• Identify any data errors, unaccountable transactions, faulty or inefficient processes.

• Manage an effective universal audit plan for areas under oversight and ensure center compliance and/or promptly detect and resolve any issues or deficiencies.

• Report collection and tracking for Universal Audit Plan and PRH Reporting Requirements.

• Participate in Corporate Office Center Assessment (COCA) visits and assist Corporate F&A Director to follow-up on needed remediation of any findings.

• Interact with and provide on-going feedback to corporate management concerning findings and recommendations resulting from assessments or projects.

• Assist Corporate F&A Director with developing and maintaining comprehensive training plans for ongoing compliance training and education for staff.

• Perform system administration duties for a variety of finance and administration tools such as property, OA & CTS facilities, and phase-in or phase-out activities.

• Perform other duties as assigned.

Successful Characteristics and Core Competencies:

• Complete work on time and in keeping with quality requirements associated with all position requirements listed above.
• Excellent written and verbal communications skills and contributes meaningfully to group efforts by offering relevant ideas and knowledge. 
• Provides quality and timely information to government officials and management when requested.
• Identifies problems, analyzes causes and evaluates appropriate solutions prior to taking or recommending actions. 
• Follows up to ensure prompt/appropriate action is taken and that problems are in fact corrected.
• Must have a passionate drive to learn and improve.
• Self-motivated; proven ability to work independently.
• Provides excellent customer service to internal and external customers to include resolving issues expeditiously, providing updates and resolving concerns.
• Knowledge of the components of a Statement of Work including project description, definitions, performance requirements/deliverables, and resolution of non-compliance.
• Ability to clearly interpret and explain laws, rules, policies, and procedures.
• Proven organizational capabilities within a complex environment. 
• Demonstrated ability to work collaboratively with individuals from a variety of backgrounds and all levels of personnel within the organization, including senior management.

Education and Experience:
 
 Bachelor's Degree in Business Administration, Finance, Project Management, Accounting, or Public Administration from an accredited college or university.

1. Facility Maintenance or construction experience in a school, campus or governmental setting preferred
2. Food Service experience in a school, campus or governmental setting preferred
3. Well-organized and attentive to detail. 
4. Able to meet deadlines and manage projects.
5. Ability to prepare written materials in a clear, concise, and compelling manner. Strong analytical and problem-solving skills.
6. Ability to generate innovative ideas and challenge status quo. Knowledge, familiarity, and ability to impart the mechanics of the Policy & Requirements Handbook (PRH), Program Assessment Guide (PAG), and Company policies and procedures is preferred.
7. Ability to work with varied entities and disseminate appropriate information to appropriate Center and corporate staff.
8. Proficient computer skills.

Position may require travel to Job Corps centers for transitions, COCAs, or technical assistance via air and/or car. This position may allow for a hybrid/remote work structure. 

Odle Management is an equal opportunity employer. Auxiliary aids and services are available upon request to individuals with disabilities.

Odle Management considers all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, age, disability, or status as a protected veteran.  

Odle Management is a drug-free workplace and utilizes E-verify to confirm employment eligibility.

The employer of record for this position is Eckerd Youth Alternatives, Inc. DBA Eckerd Connects which assigns employees to Odle Management Group, LLC.