Facilities Administrator

Job Description

Job Description:\n\n Facilities Administrator Summary: Responsibilities will require assisting, analyzing, planning, prioritizing and conducting maintenance needs on all Facilities Assets. This position is responsible for managing Facilities Technicians and all contracted workers performing maintenance, upkeep and repair of Facilities Assets. The Facilities Administrator is responsible for maintaining an inventory of all facilities assets and groundskeeping equipment as well as the daily up-keep and maintenance of various buildings and grounds owned by SD1. This position is responsible for the prioritization and scheduling of work performed by facilities personnel in accord with available budgets, business risk exposure, and competing needs within the organization. Development of conceptual, preliminary, and detailed strategies and programs for improvements to SD1’s facilities assets. This position will keep track of all routine maintenance and repairs on all facilities assets via Central Square Asset Management software, as well as ensure all required asset and equipment inspection, maintenance, and repairs are completed on schedule. Essential Duties and Responsibilities: Coordinate facility maintenance including mowing of Main Office, Public Service Park and Dudley properties. Provide supervision and scheduling of all work performed by facilities labor force (including technicians, inmates, and summer help). Ensure proper maintenance of various types of groundskeeping equipment. Maintain Inventory of all facilities assets and groundskeeping equipment. Coordinate and assist with snow removal. Coordinate conference room changes to accommodate various meetings. Coordinate incoming and outgoing package deliveries from receiving area. Respond to and complete daily help desk requests. Document all work in Central Square Asset Management Software. Maintain Park water features. Install new voice and data cabling and terminate/test to ensure proper operation. Prioritize scheduled preventative maintenance tasks to ensure timely completion. Establish and manage facilities annual budget. Negotiate and establish repair cost or parts pricing with commercial vendors. Maintain equipment records in accordance with federal, state and local laws, policy or regulation; inventory state inspection. Coordinate usage of SD1 owned facilities. Develop/run/analyze productivity and operational reports. Review/process purchase requisitions for parts and supplies; review vendor bid responses for tools, equipment, parts and services; monitor expenditures. Review financial/budget reports and prepare yearly operating budget. Prepare annual bid list for parts and supplies. Identify/coordinate training needs for SD1 employees with the Safety Department. Create performance, efficiency, and QA/QC reports to track metrics to ensure we are meeting established benchmarks; resolve operating errors and report related problems. Assists with the inventory, condition assessment, asset remaining useful life, present value and return on investment analyses, and replacement value of facilities related assets. Develops effective preventative, proactive, and predictive maintenance procedures, schedules and work orders for facilities assets. Determines the most cost-effective maintenance or replacement solutions over the life of the assets using various cost-benefit models. Procure and manage contractors and consultants and other design professionals in the planning and management of facilities assets. Develop requests for proposals (RFPs) and bid specifications, procure professional services, and manage professional service contracts to ensure adherence to project budget, schedule, and quality requirements as assets are rehabilitated or replaced. Understands Asset Management principles and philosophy to assist and or manage the development of Asset Management project budgets, schedules and prioritization. Coordinate closely with internal process owners impacted by Facilities projects and facilitate discussions regarding the purpose, justification, and need for those projects. Support and consult with departmental staff; as well as perform periodic inspections to monitor facilities operations and ensure conformance to the facilities management best practices and safety standards. Assist with hazardous waste recycling program. Maintain safety knowledge and awareness by attending and participating in all pertinent safety training and programs. Assist with Annual Fire Alarm testing (conducted after normal working hours). Other duties as assigned. Competencies: Core Competencies (6): Ethics & Integrity: Demonstrates responsibility in all aspects across the company.Safety Awareness: Understands and complies with safety procedures.Responsibility & Accountability: Keeps commitments, follows directions and follows through on assignments.Job Knowledge and Performance: Successfully completes essential duties for job level assigned.Organization Support: Demonstrates loyalty and supports the organization’s Mission, Vision and Organizational GoalsTeamwork and Cooperation: Builds and maintains positive working relationships. Functional Competencies (10):Professionalism: Remains calm, professional and positive through difficult situations.Communication: Articulates ideas clearly and concise both verbally and in writing.Productivity: Manages time and resources effectively to achieve individual, team and organization goals.Flexibility and Adaptability: adapts quickly and positively to internal and external changes.Program & Process Awareness: Knowledge of appropriate rules & regulations that impact one’s position at SD1. Attention to Detail: Synthesize data establishing a path to reach measurable results & success. Problem Solving, Openness and Judgement: Identifies the true problem and establishes success criteria.Initiative and Self Development: Proactively takes initiative when team members, department or organization requires assistance. Seeks out opportunities to learn and grow through feedback. Autonomy and Independence: Proactively plans ahead and asks clarifying questions to ensure work is accomplished effectively. Negotiation, Persuasion and Strategic Thinking: Exhibits the ability to effectively articulate reasoning behind decisions to stakeholders. Exhibits the ability to effectively articulate reasoning behind decisions to stakeholders. Leadership Competencies (2): Global Resource Management: Provides strategic direction for the appropriate use of resources such as technology, money and equipment. Critical and Strategic Thinking: Provides vision. Understands big picture and influences others to translate vision in to action. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience: Preferred associate degree in business administration, Risk Management, Finance or other closely related Associates Degree from an accredited college, university, or technical trade school. Should have some secondary education in HVAC, plumbing and electrical, with the ability to obtain a license in these areas. Must have completed at least 3 years’ experience in a managerial or supervisory role with at least 5 years’ experience performing basic groundskeeping tasks, basic HVAC, plumbing and electrical repairs or other facilities maintenance related tasks. Knowledge, Skills, and Abilities: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, legal documents and governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to analyze, interpret data, perform more advanced mathematical calculations, and to draw and interpret graphs. Must have a strong background in data analysis, interpretation and manipulation with the ability to recognize trends and make projections based on the analysis. Basic understanding of how to safely operate and maintain various types of residential and commercial lawn equipment. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to multi-task by handling and successfully completing multiple simultaneous projects on time and within budget in a fast-paced work environment. Ability to accurately estimate projects, determine asset condition, remaining useful life, etc. Ability to assist with management of front-line staff. Successfully complete work with little supervision and oversight. Ability to proactively and effectively communicate with senior staff to ensure staff is kept informed on project progress, any roadblocks that need to be addressed, and schedule. Ability to solve multiple practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to effectively present information and respond to questions from groups of managers, internal and external customers, and the general public. Working knowledge of Microsoft Office (Microsoft Word, Excel, PowerPoint) and Central Square Asset Management Software. Ability to effectively present information and respond to questions from groups of managers, internal and external customers, and the general public. Ability to communicate and work effectively with people to gain consensus and endorsement to successfully develop and complete projects. Excellent technical writing skills in order to develop and write reports, business correspondence, and process and procedure flowcharts and manuals. Basic understanding of HVAC, electricity, and plumbing. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Items Used % of time used Handheld tools (hammers, shovels, sledge hammer, etc.) 10 Equipment (quickie saw, drills, jackhammer, etc.) 5 Heavy equipment (backhoes, skid steers, etc.) 5 Machinery (pumps, motors, mounted saws, etc.) 0 Computer or Laptop 80 Please list the items that are used in this position and the associated % of time: Positions % of time in position Up to how much weight Standing 5 Walking 5 Lifting or moving 5 60 lbs. Climbing or balancing 5 Pulling 5 200 lbs. Pushing 5 200 lbs. Cramped spaces 5 Sitting 60 Stoop, kneel, crouch, or crawl 5 Other positions and the associated % of time: Work Environment and Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Exposure to conditions % of time exposed Dirt/Mud 5 Significant heat 0 Significant cold 0 Smoke or fumes 0 Harmful chemicals 0 Water or wastewater 0 Moderate or louder noise 5 Vibration 0 Grease or oil 5 Electric shock risk 2 Dust/Shavings 2 Office Environment 80M- F 8:00 AM to 4:30 PM