JOB TITLE: FACILITY SERVICES MANAGER 4

JOB CODE: 80285

SERIES NATURE OF WORK: The Facility Services series describes work in the management of facilities and the employees and contractors that provide essential facility services for occupants in a commonwealth facility or group of facilities.

DEFINITION: This is professional and advanced administrative work planning, organizing, and overseeing multiple facility services programs for facilities across a geographic region for an agency.

An employee in this job develops and implements the strategic direction and managerial oversight for multiple facility services programs. Work involves engaging in annual and long-term facility and resource planning with the facility managers, occupants, and agency leadership teams; developing initiatives, projects, and policies to align with their missions; and developing a strategy for the facility managers to meet these goals. Work includes researching and analyzing existing facility services for opportunities to improve costs, efficiencies, or occupant satisfaction; preparing and adhering to the annual facility maintenance and project budgets; developing contingency plans to address shortfalls; and managing the contracting process for maintenance contracts that are regionally or centrally administered. Work is performed independently under the general direction of an administrative supervisor and reviewed for effectiveness of results.

   DISTINGUISHING CHARACTERISTIC:

• Work involves overseeing multiple facility programs for facilities across a geographic region and supervising two or more Facility Services Manager 2 or 3, or Facility Operations Manager 2 or 3 positions.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Ensures that preventative and routine maintenance schedules and safety programs are developed, communicated, and implemented for all facilities in a designated region.

• Develops, implements, evaluates, and amends facility-services related policies, procedures, and performance standards.

• Implements, maintains, and monitors all systems that track work orders, projects, procurement, and invoicing.

• Reviews and approves recommendations from subordinate facility managers to address non-routine repairs and emergency situations as requested.

• Partners with facility and occupant leadership on large-scale projects, such as capital projects, and reviews the project scope, planning, job site coordination, and occupant and contractor communications provided by subordinate managers.

• Reviews and approves recommendations from subordinate managers regarding occupant space reorganizations.

• Ensures subordinate managers are communicating status of facility projects, initiatives, and operations through presentations, discussions, and reports to leadership; and providing mitigation plans for issues that impact the tenants, objectives, or budget.

• Ensures all facilities, systems, equipment, and job sites are maintained according to applicable codes, regulations, and permitting requirements.

• Ensures coordination of emergency maintenance and repair for assigned facilities on a 24-hour-per-day, 7-day-per-week basis.

• Researches and analyzes facility services delivery and recommends and implements changes to reduce costs, provide efficiencies, and improve quality.

• Develops and implements a resource utilization plan for facilities-services programs, to include identifying manager, supervisor, and employee skill gaps; assessing staffing and training needs; and aligning resources to accomplish short and long-term objectives.

• Manages the contracting process by developing statements of work and monitoring performance; and by recommending payment, terminations, and other actions for contracts that are regionally or centrally administered.

• Establishes relationships, interfaces, and coordinates with a broad network of professionals within the tenant agencies; other commonwealth agencies such as the Department of Transportation, the Department of General Services, and the Department of Labor and Industry; and external entities such as municipalities, utilities, contractors, and the public to accomplish the work and objectives of the facilities within the region.

• Ensures subordinate managers and supervisors are implementing the processes and procedures for procuring and tracking inventories of supplies, equipment, tools, and materials for all services.

• Performs the full range of supervisory duties.

• An employee in this job may participate in the performance of subordinates’ work consistent with operational or organizational requirements.

• Operates motor vehicles.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of the methods, materials, and practices necessary to perform routine maintenance and custodial work in commercial or industrial facilities.

• Knowledge of regulations, building codes, and the safety precautions necessary to perform routine maintenance and custodial work in commercial or industrial facilities.

• Knowledge of the principles and practices of employee supervision.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Ability to plan, organize, and prioritize work in accordance with labor contracts, departmental policies and procedures, and competing priorities to include emergency situations.

• Ability to plan, coordinate, and implement a facility’s annual operating plan and projects within projected timelines, resources, and budget parameters.

• Ability to read and interpret architectural, heating ventilation and air conditioning (HVAC), plumbing, and electrical system blueprints, schematics, and other engineering drawings.

• Ability to prepare budget estimates for a wide range of facility services and renovation and construction projects in commercial or industrial facilities.

• Ability to interpret and apply contract terms to work performed by facility maintenance and service contractors.

• Ability to determine the required permitting and licensing for maintenance and construction jobs.

• Ability to establish and maintain effective working relationships.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• One year as a Facility Services Manager 3 (commonwealth title);

or

• Seven years of routine maintenance work experience which includes five years of supervisory experience overseeing trades or building maintenance employees in a commercial or industrial facility;

or

• An associate’s degree in commercial property management, commercial real estate, HVAC, building automation, electrical engineering, mechanical engineering, electrical technology, electronics, construction, or related fields; and five years of supervisory experience overseeing trades or building maintenance employees in a commercial or industrial facility;

or

• An equivalent combination of experience and training.

SPECIAL REQUIREMENT:

• Certain positions require possession of an active motor vehicle license.