City of South Portland

Position Description:Facilities Manager

Pay Grade:Non-Union; P – 40

FLSA:Exempt

Date:August 2017

JOB SUMMARY
Manages and coordinatesthe optimal functioning and maintenance of City facilities and buildings to ensuresafe and efficient environments for employees and the general public by using best practices to manage resources, maintain building systems, including mechanical, plumbing, electrical, HVAC, and preventative and routine maintenance,renovations and repairs. Work involves training, scheduling, and supervision of facilities custodial staff.
SUPERVISION RECEIVED
Reports directly to the Executive Department, or Designee.
SUPERVISION EXERCISED
Supervises custodial staff in all City buildings
ESSENTIAL DUTIES & RESPONSIBILITIES
The duties and responsibilities listed below are illustrative only and are not meant to be a full and exhaustive listing of all of the duties and responsibilities of the position.
Oversees routine and preventative maintenance, inspections, installations, renovations, repairs and capital improvements to City buildings and facilities
Coordinates and collaborates with Department Heads on building maintenance, buildings security, repairs, projects, and budgeting
Develops and implementsbuilding maintenance plans for preventative maintenance, repairs, replacement, and life-cycle requirements
Monitors maintenance and inspections of all building systems, including but not limited to, mechanical, electrical, plumbing, HVAC, generators, safety, and security, to ensure optimal operation and performance
Ability to read and understand complex electrical, mechanical and instrumentation controlsystems
Assigns, trains, supervises, inspects and evaluates work of custodial staff in City buildings
Performs work and manages building maintenance in accordance with established local, state and federal codes, rules, regulations, policies, procedures and guidelines
Conducts and documents regular building and facilities inspections, in conjunction with department management, safety coordinator and safety committees, to identify and mitigate hazards to ensure compliance with health and safety standards and industry codes
Conducts and documents all building and site facilities routine environmental inspections, reporting, and compliance with any SPCC/SWPPP or other environmental requirements. Collaborates with department management to operate and maintain stormwater systems to ensure proper operation, maintenance, and/or rehabilitation of the systems
Prepares annual budget for routine and preventative maintenance of all City buildings; monitors expenditures and paymentsfor buildingsmaintenance, supplies, inventory, and minor repair
Assists and supports Department Heads in the development of budgets for larger renovations, installations, Capital Improvements, and Sustainability / Energy Conservation Projects
Participates in the departments non-vehicle Asset Management Program, and Computer Maintenance Management System, as may be necessary, for the departments to maintain appropriate recordkeeping of their assets
Recommends and implements processes and systems to maintain or increase building efficiency, cost-effectiveness, energy conservation and sustainability
In conjunction with department management, reviews and approves specifications and initiates contracts for building repairs and services; assists in the preparation of RFPs
Evaluates and orders equipment and supplies for building maintenance;maintains adequate inventory of cleaning and maintenance supplies, and parts
Coordinates with the Fire Department, department/building staff and Safety Coordinator on Fire Alarm inspections, emergency action plans, and buildings emergency management protocol
Ability to work productively and cooperatively with supervisors, co-workers, contractors, vendors and the general public
Performs related work as required
OTHER DUTIES
Prepares work plans and schedules
Conducts performance reviews of building custodial staff; recommends employee actions, including performance improvements, discipline and salary adjustments; manages and approves time sheets
Maintains accurate records and prepares reports; oversees and inspects work of contractors; maintains effective vendor and supplier relationships.
Utilize available information technology to analyze data/reports to monitor HVAC systems and building system controls
Investigates complaints and recommends corrective actions
Participates in the development of policies and procedures pertaining to City buildings
Works with custodial staff to ensure high level of morale and productivity. Develops and fosters positive working relationships with all City staff
JOB SKILLS AND REQUIREMENTS
Technical knowledge of electrical, mechanical, plumbing, HVAC systems and generators
Working knowledge of workplace safety and OSHA requirements
Ability to develop and manage a budget
Excellent project management skills
Working knowledge of procurement, RFPs and contracts
Experience in construction, maintenance, and all facets of facility operation
Ability to manage a varied and complex workload
Excellent organizational and time management skills
Excellent oral and written communication skills
Decision-Making
Excellent customer service to internal and external customers
Adaptability
Ability to work effectively as a member of a team
Analytical and Problem-Solving Skills
Attention to Detail – Quality Control
Leadership and Supervisory Skills
Solid computer, software, IT and systems knowledge
OTHER SPECIAL REQUIREMENTS
Required to work in a combination of office and field environments; travel to and from work sites. Lift, move or carry moderate to heavy objects, materials, tools and equipment weighing up to 75 pounds; ability to push or pull heavy objects weighing up to 125 pounds; considerable time standing, sitting, walking, driving, kneeling, stooping, crouching, squatting, climbing ladders, crawling, and twisting of upper body. Some time spent working outdoors, in inclement weather and confined spaces; working with chemicals; occasional extreme noise or vibration; working around electrical, mechanical, chemical or explosive hazards.
QUALIFICATIONS, EDUCATION AND EXPERIENCE
Any combination of technical skills related to buildings and facilities, prior maintenance experience in an organization with multiple facilities, or skills working in a management position, and education that provides the required knowledge, skills and abilities
Education: Bachelor’s Degree in Facilities Management, Facilities Engineering, or related qualification(s) such as project management, business management or constructions management, is preferred. Applicants with no less than a high school diploma or GED in a relevant field, combined with significant experience and technical expertisein facility maintenance, construction, building systems or facilities management will be considered.
Experience:Five years of increasingly responsible managerial experience in the facilities management and/or maintenance field, including 3 to 5 years of administrative and supervisory responsibility. Experience working with public buildings,a plus.
LICENSES, CERTIFICATES, REGISTRATION:
Licenses:Valid Maine Class “C” driver’s license; maintain a good driving record.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.
External and internal candidates, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either aided or with assistance of a reasonable accommodation to be determined by management through the interactive process, on a case by case basis.