Assistant Facilities Manager

I. POSITION SUMMARY

Reporting directly to the Facilities Manager, the Assistant Facilities Manager plays a key role in ensuring the tracking and management of major projects and process improvements. This position directly oversees the Facilities Maintenance Division, a six person team responsible for repairs for systems in ten buildings with 300,000 cumulative square feet. The Facilities Maintenance Division is one of three divisions which make up the Facilities Team, with the other two being Capital Projects and Custodial, which report directly to the Facilities Manager. Working with the Facilities Manager, the incumbent will oversee daily maintenance functions, respond to work orders, manage and oversee contracts and procurements, and assist in the oversight of long-range project planning. In addition to overseeing the Facilities Maintenance Division, the incumbent will also have direct oversight of the Capital Projects Division, ensuring cohesion between the two workgroups and alignment between maintenance work and capital projects. Additionally, the Assistant Facilities Manager will represent the Facilities team in City-wide initiatives and programs such as sustainability, budget development and execution, and development and tracking of key performance indicators.

II. REPORTING RELATIONSHIPS

Reports to: Facilities Manager

Direct Reports: Four Facilities Technicians, Apprentice Facilities Technician, and Senior Facilities Capital Projects Manager

III. DUTIES AND RESPONSIBILITIES

The listed examples of work are not intended to be all-inclusive. They may be modified with additions, deletions, or changes as necessary.

Facilities Team Leadership
• Serves as Acting Facilities Manager in the absence of the Facilities Manager
• Partners with the Facilities Manager on leading, developing, and implementing team building activities for the Facilities team
• Assists the Facilities Manager in leading monthly team meetings to further engage members of the Facilities Team
• Represents, as needed, the Facilities Manager and Facilities Team in City-wide committees, initiatives, and projects
• Serves as the main point of contact between the Facilities Team and the Sustainability Division
• Participants in project meetings for capital projects, and provides guidance and advice, from a maintenance perspective, to the City’s tenant improvement process

Financial Management
• Tracks and reports on expenditures of the Facilities Maintenance Division
• Partners with the Facilities Manager on tracking and reporting on budget expenditures for all three Facilities Divisions
• Assists the Facilities Manager in preparing the annual budget proposal for the Facilities Team
• Works with the Facilities Manager and Senior Facilities Capital Projects Manager in tracking capital project expenditures

Contract and Vendor Management
• Partners with the Procurement Division to ensure all laws, regulations, and policies are applied in all procurements relative to Facilities
• Oversees the coordination of vendor access, tracks project schedules, and communicates operational impact of work
• Develops, monitors, and maintains on call service contracts for focus areas such as plumbing and electrical
• Verifies vendor performance, document issues, and oversees procurement and invoice development and completion
• Participates in the coordination of annual maintenance closures of facilities including the Englewood Public Library, Broken Tee Golf Course Club House, Malley Recreation Center, and Englewood Recreation Center

Asset Management
• Oversees the cataloguing of Facilities assets
• Plays a leadership role in the management of FacilityFirst, the City’s ticketing system for all facility needs

Facilities Maintenance Functions
• Assigns work to facilities technicians, based on identified needs and requests
• Coordinates the development, implementation, and maintenance of standard operating procedures (SOPs) for Facilities functions
• Monitors HCVAC, electrical, plumbing, elevator, and life safety systems. Ensures compliance with certification requirements for systems
• Maintains certification records and compliance documents for Facilities systems
• Maintains certification and inspection records for safety equipment, such as AEDs and fire extinguishers
• Oversees the entering, maintenance, and use of preventative maintenance data

Capital Projects
• Oversees the work of the Capital Projects Division, and directly supervises the Senior Facilities Capital Projects Manager
• Oversees the tracking of capital projects from concept develop to close out
• Develops and implements strategies, initiatives, and process improvements to improve the delivery and completion of capital projects
• In managing the Senior Facilities Capital Projects Manager, provides oversight to the tenant improvement process and furniture policy

Oversight of Facilities Maintenance Division Staff
• Hires, coaches, and manages a team of four facilities technicians
• Completes annual performance reviews and provides routine coaching, counseling, and feedback to assigned employees

Other Duties & Responsibilities
Performs other duties as assigned and required.

IV. PREPARATION AND TRAINING

Education: Associates Degree in Facilities Management, or field related to facilities, buildings, or management, or equivalent required, with a Bachelor’s Degree preferred. Ability to pass the Federal Bureau of Investigation (FBI)’s Criminal Justice Information Services (CJIS) background check.

Work Experience: Three to five years of progressive leadership in facilities required, with at least one year of experience directly managing other employees

Certifications and/or Licensures: None

Required Driver’s License: Valid Colorado driver’s license and a clear or acceptable MVR

An equivalent combination of education, training and relevant job experience may be substituted.

V. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge

Demonstrated knowledge in the following areas is required:
• Maintenance trades, including but not limited to carpentry, electrical, plumbing, and HVAC
• Types and uses of equipment to perform repairs
• Preventative maintenance concepts and purpose of maintenance scheduling and documentation
• Workplace safety practices, emergency procedures, and basic regulatory compliance requirements
• Safety practices and processes, related to building trades
• Supervision of employees
• Customer services practices

Demonstrated knowledge in the following areas is strongly preferred:
• Municipal procurement processes, including contracting
• Understanding of collective bargaining principles and experience in a unionized environment

Skills and Abilities

Attention to Detail- Ability to notice when work is not completed to set specifications, and share concerns with supervisor.

Lifelong Learning- A desire to grow professionally and learn the City’s facility operations, systems, and buildings. Enthusiasm to learn new trades and facilities operations.

Computer Skills – Ability to use Microsoft Outlook, Word, and Excel. Ability to enter data into a spreadsheet, track data in a spreadsheet, and compose and send emails with attachments

Communication - Strong skills needed to interact with vendors on the scheduling, access to, and completion of projects, as well as communicating project timelines and work to employees across the City’s facilities

Project Coordination – Manage complex, interdisciplinary projects ensuring that projects are delivered on time and on budget.

VI. WORKING CONDITONS

• Must be able to stand and exert well-paced mobility for up to eight hours at a time
• Ability to perform work at high elevations
• Must be able to lift up to 50 pounds on a regular and continuing basis
• Must be able to push and pull carts and equipment weighing up to 250 pounds on occasion;
• Must be able to walk, stand, sit, bend, stoop, squat and stretch to fulfill tasks

Salary/Benefits: The City of Englewood offers a robust Benefits offering to eligible employees. Salary for this role is $85,508.38 - $128,262.58, DOE.