JOB TITLE: FACILITIES OPERATIONS ADMINISTRATOR 1

JOB CODE: 94830

SERIES NATURE OF WORK: The Facilities Operations Administrator series describes work in the management and administration of a centralized and diversified trades and maintenance program which operates as a shared service to facility managers and occupants.

DEFINITION: This is managerial and administrative work overseeing a trades and maintenance program which supports all or a significant segment of an agency’s facilities.

An employee in this job organizes and directs, through subordinate managers or supervisors, a centralized and diversified trades and maintenance program serving a significant segment of an agency’s facilities by establishing goals, priorities, and assignments of work orders and projects, and the resolution of related emergency situations. Work involves recommending and overseeing construction, renovation, and installation projects; researching and analyzing operations, trades methods, materials, and technologies; and developing and implementing methods to improve program performance. Work includes recommending, managing, and adhering to annual operating and project budgets; developing contingency plans to address budget shortfalls; and consulting with agency leadership and facility managers on areas of subject matter expertise. Work also includes establishing, interfacing, and coordinating with a broad network of commonwealth agencies and external bodies to accomplish the objectives of the program. Work is performed independently under the general direction of an administrative supervisor for effectiveness of results.

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.)

• Oversees a shared services trades program where subordinate managers or supervisors and trades employees provide maintenance, repair, renovation, and construction work across all or a significant segment of an agency’s facilities.

• Establishes annual goals for the shared services program and determines how best to accomplish the goals with input from subordinate supervisors.

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

• Provides assessments and recommendations to facility managers, agency leadership, and occupant representatives on repairs, renovations, construction, and other initiatives in areas of subject matter expertise.

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

• Partners with facility managers and occupants on implementing projects, which includes project scoping, job site coordination, contractor selection and communications, and review of work to specification.

• Reviews requests for change orders and approves those within operating and budget guidelines.

• Communicates status of facility projects, initiatives, and operations through presentations, discussions, and reports; provides mitigation plans for issues that impact leadership objectives or the facility budget.

• Implements, evaluates, and amends maintenance-related policies, procedures, and performance standards for shared services operations, systems, and equipment.

• Partners with facility maintenance managers to develop the preventative and routine maintenance schedules for facility systems, equipment, and components.

• Ensures subordinate managers and supervisors implement and maintain safety procedures and protocols for job sites, equipment, materials, and personal protective equipment.

• Researches and analyzes operations, equipment, tools, materials, and technologies and recommends and implements changes to reduce costs, provide efficiencies, and improve quality.

• Maintains all buildings, systems, equipment, and job sites 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.

• Participates in the development and implementation of a workforce plan that may include identifying workforce and supervisor skill gaps and staffing and training needs, and alignment of resources to accomplish short and long-term program objectives.

• Participates in the budget preparation process by providing estimates for operating, program, and project costs.

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

• Participates in the vendor contracting process by developing statements of work, selecting contractors, monitoring performance, and recommending payment, termination, and other actions for contract that are centrally administered.

• 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, tools, and technologies necessary to perform skilled maintenance, repair, and construction work in commercial or industrial facilities.

• Knowledge of regulations, building codes, and the safety precautions necessary to perform skilled maintenance, repair, and construction 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 and coordinate projects including the necessary materials, labor, and sequence of work for projects involving multiple trades in commercial or industrial facilities.

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

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

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

• Ability to analyze, research, and resolve highly specialized problems in commercial or industrial facilities that involve unique building, system, and equipment issues.

• Ability to implement and monitor performance standards for facility operations, equipment, and employees.

• Ability to interpret and ensure compliance with contract terms to work performed by maintenance contractors.

• 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)

• Four years supervising skilled trades employees in a minimum of two trades, which may include building automation systems or utility plant operations, in commercial or industrial facilities.

SPECIAL REQUIREMENT:

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