Facilities Support Services Supervisor
To coordinate daily facilities support services activities [meeting room set up, building cleaning, signage, moving items, collection of trash and recycle, exterior trash clean up, monitoring building condition, ensuring completion of contractor work, and work queue management with Support Central (help desk)] of the Facilities Support Services Team. The Facilities Support Services Supervisor provides oversight for related expenses, personnel, contractors, and service providers. Daily activity will vary, but will generally consist of 60% field work, 40% office work, with variable hours to meet with staff and contractors who provide after hours services. The Facilities Support Services Supervisor works closely with the Facilities Maintenance Supervisor to coordinate related work activities.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
Knowledge, Skills, & Abilities:
- Receives direct supervision from the Facility Operations Group Manager.
- Exercises direct supervision over Facilities Support staff.
- Coordinate cross-team related work with the Facilities Maintenance Team.
- Act as back-up for the Facilities Maintenance Supervisor in his/her absence.
- Schedule and coordinate vendor and staff activities.
- Oversee contractual services in Facilities support; prepare work plans and cost estimates for contract services. Contracted services may include: landscaping maintenance, trash, recycle, window cleaning, carpet cleaning, routine and special project cleaning, minor repairs.
- Provide notifications to building occupants about activities that might impact their business.
- Develop, recommend, and implement procedures and practices relating to in-house staff and vendor contractor activities, specification, training, and use of materials and equipment.
- Evaluate, select, and purchase all cleaning equipment, chemicals, and supplies.
- Prepare purchase orders, approve accounts payable and expense reports; oversee department inventory and assets, and provide accurate record keeping.
- Maintain accurate record keeping, reports, and budgets, contract administration, bid writing and review for outsourced services.
- Provide staff training on Hazard Communication Standard, appropriate OSHA processes, Blood-born Pathogens, Material Safety Data Sheets, and other relevant topics. Manage all records on material safety data sheets. Develop and implement safety-training programs for facilities support services staff. Maintain a schedule of staff safety training to stay current with necessary updates and refresher classes.
- Perform site visits to county buildings on a regular basis, meeting with staff, performing building audits, meeting with and becoming familiar with all county departments and staff.
- Coordinate with all County departments for after hour's meetings in County facilities as required.
- Staff Supervision: Exercise direct, first-level supervision of employees, operations, and activities within facilities support services which may include: coordinating staff schedules, approving staff time off, training, and assigning and reviewing work. The Facilities Support Services Supervisor will lead efforts in staff selection and performance reviews. He/she will review recommendations which impact employee pay and status in conjunction with the Facilities Operations Group Manager.
- Expense oversight: Regularly monitor, collect, and analyze expense data regarding operational and staffing costs for the Facilities Support Services Budget. Purchase supplies and equipment. Prepare reports and make recommendations to the Facility Operations Group Manager regarding future staffing, supplies, equipment, and budget expenditures. Direct and participate in various order/approval activities: including accounts payable and receivable, reconciling program accounts, and preparing detail and summary reports, analyze and monitor expenditures and revenue.
- Work Request and Order Tracking: Larimer County manages all work requests through a single Help Desk (Support Central). The Facilities Support Services Supervisor monitors the work queue of daily requests, assigns staff, enters data, closes tickets, records costs, follows up with customers to clarify needs and confirm satisfaction, prepares reports on customer satisfaction data, and participates in discussions regarding software upgrades and modifications.
- After Hours Activity: Provide after hours guidance and support to On Call staff in the Maintenance Group. Meet with vendor contract services after hours to review scope of work, inspect completed work, and provide property access in secured areas. Respond to unexpected problems and emergencies in cases where the On Call staff needs additional support.
- Perform other duties as appropriate or necessary for performance of the job.
- Provide professional customer service to clients and public.
- Communicate clearly and concisely, both verbally and in writing.
- Supervise and mentor staff in a productive and positive manner.
- Engage in physically strenuous activities to perform janitorial duties, including operating equipment.
- Use Computer Aided Facility Management software, work request tracking/call center.
- Repair and do general maintenance on cleaning equipment.
- Supervisory principles, procedures, and methods including selection, training, discipline, and evaluation.
- Process improvement.
- Mentoring, coaching, and supervision.
- Principles, practices, and objectives as related to safety in a custodial maintenance program.
- Standard bookkeeping practices and methods including accounts payable, accounts receivable, payroll, and journal entries.
- Governmental rules, regulations, policies, procedures, and standard operation procedures related to Facilities Services.
- Budget management and resource allocation according to governmental standards and procedures.
- Landscape techniques, materials, plantings, and maintenance.
- Safety: Hazard Communication Standard, OSHA, Bloodborne Pathogen Standard, workplace safety, safe use of equipment and chemicals.
- Trash collections and recycling of waste.
- Equipment and procedures involved in janitorial activities and safe work practices surrounding the equipment and procedures.
- Routine software and business applications including, but not limited to, e-mail, calendaring, word processing, spreadsheets, databases, financial management, work order tracking software used to manage work requests.
- Reading architectural drawings and specifications to gather and provide information.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- Five years of experience supervising a team of Facilities Support Staff and performing similar duties and responsibilities.
- Three years of experience performing Facilities Support activities such as meeting room set up, building cleaning, signage, moving items, collection of trash and recycle, exterior trash clean up, and monitoring condition of building.
- High School diploma or GED required, supplemented by courses in trades, building maintenance operations, or personnel management.
- Appropriate OSHA or Safety Training.
- Possession of, or ability to obtain, a valid Colorado Driver's License.
Must be able to:
- Lift, carry, push, pull, or drag 50 to 65 pounds occasionally.
- Stand and/or walk for up to 2 hours at a time.
- Walk up and down stairs.
- Climb a ladder.
- Stoop, bend, stretch, twist, reach, kneel, crawl, squat, climb, and/or balance.
- Physically perform maintenance and cleaning tasks.
- Drive county vehicle for up to thirty minutes.
STRENGTH: MEDIUM - Exert 50 lbs. up to 65 lbs. of force occasionally, and/or up to 20 lbs. of force frequently, and/or up to 10 lbs. of force constantly to move objects.
MOVEMENT: <Occasionally 1/4 to 2 1/2 hours/day
- CLIMBING - Ascending or descending using feet and legs and/or hands and arms. Body agility is emphasized.
- BALANCING - Maintaining body equilibrium to prevent falling on narrow, slippery, or erratically moving surfaces; or maintaining body equilibrium when performing feats of agility.
- STOOPING - Bending body downward and forward. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.
- KNEELING - Bending legs at knees to come to rest on knee or knees.
- CROUCHING - Bending body downward and for-ward by bending legs and spine.
- CRAWLING - Moving about on hands and knees or hands and feet.
- REACHING - Extending hand(s) and arm(s) in any direction.
- HANDLING - Seizing, holding, grasping, turning, or otherwise working with hand or hands. Fingers are involved only to the extent that they are an extension of the hand.
- FINGERING - Picking, pinching, or otherwise working primarily with fingers rather than with the whole hand or arm as in handling.
- FEELING - Perceiving attributes of objects, such as size, shape, temperature, or texture, by touching with skin, particularly that of fingertips.
AUDITORY: Not Limited
- TALKING - Expressing or exchanging ideas by means of the spoken word. Talking is important for those activities in which workers must impart oral information to clients or to the public, and in those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- HEARING - perceiving the nature of sounds. Used for those activities which require ability to receive detailed information through oral communication, and to make fine discriminations in sounds, such as when making fine adjustments on running engines.
WORK ENVIRONMENT: ENVIRONMENTAL CONDITIONS AND PHYSICAL SURROUNDINGS - EXPOSURE: Occasionally 1/4 to 2 1/2 hours/day
- NEAR ACUITY - Clarity of vision at 20 inches or less. Use this factor when special and minute accuracy is demanded.
- FAR ACUITY - Clarity of vision at 20 feet or more. Use this factor when visual efficiency in terms of far acuity is required in day and night/dark conditions.
- EXPOSURE TO WEATHER - Exposure to hot, cold, wet, humid, or windy conditions caused by the weather.
- ATMOSPHERIC CONDITIONS - Exposure to conditions such as fumes, noxious odors, dusts, mists, gases, and poor ventilation that affect the respiratory system, eyes or, the skin.
HAZARDS: Occasionally 1/4 to 2 1/2 hours/day
- Office equipment such as computer, projector, copier, fax etc.
- Basic hand tools (e.g., hammer, shovel, screwdriver, rake)
- Vehicles (e.g., automobile)
- Proximity to moving, mechanical parts.
- Exposure to electrical shock.
- Exposure to toxic or caustic chemicals.
- Exposure to dust, fumes, gases or airborne particles.
- Exposure to blood born pathogens.