Facilities Operations Manager
Responsible for the overall maintenance, operations, and support of diverse buildings that support all functions of County Government. Coordinates all activities related to the acquisition, disposition, maintenance and utilization of the County's physical facilities and real estate portfolio including strategic planning, design, construction, operations, maintenance and energy management. Provides strategic and tactical information and assistance to the Board of County Commissioners, elected officials, and other division/department heads. Participates in the design, construction, and commissioning of new buildings. Manages procurement of contract services, and prepare and manage multiple operational and capital equipment budgets. Daily activity is 25% field work, 75% management work, with variable hours to meet staff and contractors who provide after hours services and respond to emergency situations.
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.
- Receives general supervision from the Chief Information Officer.
- Exercises direct supervision over the Facilities Maintenance Supervisor, Facilities Planning and Real Estate Group Manager and the Facilities Support Services Supervisor.
- Exercises indirect supervision of all Facilities Maintenance, Facilities Planning and Facilities Support Services Staff.
- Coordinates and reviews the work of consultants, contractors, and vendors.
- Oversees and manages major building construction and remodeling.
- Larimer County manages all work requests through a single Help Desk (Support Central). The Facility Operations Group Manager is responsible for overseeing the effective use of processes and information systems such that work requests are used to receive and assign all work and that data is gathered accurately, appropriately, and kept current.
- Establish and direct an integrated automated system or database for asset management, inventory control, preventive maintenance routines, scheduling, and inventory of replacement parts. Use this database to analyze equipment condition and determine an appropriate time for replacement to occur.
- Perform project management activities including; project planning, developing scope, change management, timelines, estimates, critical path, work breakdown structures, coordination with architects, general contractors, and ensuring punch lists are completed.
- Oversee the development and implementation of Facilities Master Plans and strategic directions for the organization in conjunction with financial planning, strategic planning and service management activities.
- Interact directly with elected officials and department or division heads to identify and meet facilities related outcomes and objectives.
- Monitor the county real estate portfolio and associated plans.
- Responsible for the financial administration and management of the Facilities Department.
- Assist in the development of short and long range capital facilities planning, capital construction projects, renovation, relocation projects, and recommend annual updates to the Facilities Master Plan.
- Establish standards for safety in the work place. Coordinate with Risk Management staff on safety training, issues and events, provide documentation, and monitor working conditions and equipment use to ensure that employees are working in a safe manner.
- Develop energy conservation program.
- Participate in building design discussions to provide guidance on the best selection of building systems as these impact building maintenance and care. Review architectural and engineering design and construction drawings and specification to provide feedback, comment, and approval to design team.
- Update facility operations policies and provide presentations and training to staff on the application of policy.
- Evaluate building conditions; prepare reports that identify future building upgrades and budget requirements in coordination with other facilities staff; revise reports to include completed upgrades.
- Establish quality and performance standards for building systems and operations
- Staff Management: Provide management and oversight of Facilities Maintenance Supervisor, Facilities Support Services Supervisor, and all related functions performed by their staff. Coordinate supervisor schedules, training, and setting work priorities. Participate in staff selection process and review and approve/deny recommendations from Supervisors regarding employee pay, status, and disciplinary action.
- Budget Management: Regularly monitor, analyze, and adjust revenues and expenses for capital equipment, operational, contracts, and staffing budgets for the Facilities Operations Group. Perform trend analysis, future cost projections, reports and proposals regarding funding requests and budget preparation for staffing, equipment, budget allocations, and projects. Direct and participate in various accounting and budget activities: including processing accounts payable and receivable, reconciling program accounts, preparing detail and summary reports, and analyze and monitor expenditures and revenue. Review and approve procurement requisitions and purchase orders. Coordinate consultant estimates for budget preparation on replacement projects.
- After Hours Activity: Provide after hours guidance and support to Facilities Maintenance Supervisor and Facilities Support Services Supervisor. Meet with contracted services after hours to review scope of work, inspect completed work, and provide property access in secured areas. Respond to unexpected problems when the On Call staff needs additional support. Monitor and guide snow removal priorities as it relates to building closures and other emergency response activities.
- Emergency Disaster Response: Participate in planning, documentation, and training for Emergency Disaster Response. Participate as part of the response team at the direction of the assigned leaders. Direct staff and equipment resources as required. This activity may require extended hours and occur after regular business hours.
- Perform other duties as appropriate or necessary for performance of the job.
Knowledge, Skills, & Abilities:
- Leadership methods and management skills.
- Building component replacement planning, procurement, project planning, and financial management.
- Contracting for outsource facility maintenance and care services.
- Automated building systems that control HVAC, security, fire alarm, power backup systems, lighting.
- Preventive maintenance methods to extend the life span of building systems.
- Act as an official representative of the County in a professional manner with local, state and national agencies and organizations.
- Facilities performance measures, service management, and continuous service improvement practices.
- Work order and facilities asset management systems
- Security systems design, use, and maintenance.
- Application of green building materials and methods for the care and maintenance of facilities, the management of energy efficient systems, and recycling of waste.
- Governmental use of rules, regulations, policies, procedures, and standards operation procedures.
- Life cycle cost analysis as it applies to the selection of building systems.
- Safety standards, training, and documentation requirements for facility operations. Hazardous material handling regulations, reporting, and documentation.
- Routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software, databases, financial management, work order tracking, and data management software used to manage work requests.
- Application of local and national building codes and regulations to building management, repair, and life safety.
- Principles of project management, estimating, contract management, quality control, and scheduling.
- Effectively motivate, supervise, and evaluate assigned personnel.
- Strategize, develop, plan, and implement policies and procedures to create a cost effective facilities operation.
- Implement, use, and maintain a Computer Aided Facilities Management (CAFM) System.
- Read architectural drawings, specification, and provide comment on construction design documents.
- Conduct meaningful building evaluations and relate them to maintenance needs as well as the capital replacement plan.
- Successfully complete projects following standard Project Management Processes and tools.
- Prepare bid documents and other purchasing instruments. Evaluate proposals and review contracts.
- Communicate clearly and concisely, both verbally and in writing.
- Prepare reports, correspondence, and meeting minutes.
- Perform effective public speaking to groups of varied interests and backgrounds.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- Equivalent to a Bachelor's Degree from an accredited college or university with major coursework in Facility Management, Architecture, Engineering, Business, or a related field.
- Six years of experience in a directly related field or in the performance of similar duties and responsibilities.
- Possession of, or ability to obtain, a valid Colorado Driver's License.
- Possession of a Certified Facility Manager (CFM) from the International Facilities Management Association (IFMA) preferred.
- Project Manager Professional (PMP) Certification preferred.
- Master's degree in Business or Public Administration, Civil Engineering, Construction Management, Architecture or Planning Preferred.