Portland Community College | Portland, Oregon

TITLE: Associate Facilities Maintenance Manager

CATEGORY: Manager

FLSA: Exempt

GRADE: K

JOB SUMMARY

Under direction of Facilities Management Services (FMS) senior management, manages the day-to-day operations of building maintenance activities for facilities in assigned zone.  Oversees daily management of building systems, mechanical, electrical, energy management and fire/life safety functional areas.  Develops, recommends, and administers policies, procedures and processes in support of departmental operations.  Responds to inquiries and requests for service from internal College departments and supervises technical trade staff.  Coordinates all work orders involving Preventative Maintenance Program and work requests to address facilities needs of College internal and external customers.  Achieves FMS department and College goals and objectives related to efficient and effective facilities maintenance and operation.

DISTINGUISHING CHARACTERISTICS

The Associate Facilities Maintenance Manager is a single level classification.  Incumbents carry out operating policies and procedures with a focus on building maintenance activities.  Within assigned maintenance zone, positions manage and supervise teams of multi-function technical trades employees, providing direction, guidance, mentoring, and training on a daily basis.  Incumbents make recommendations to FMS senior management regarding planning and structuring maintenance and staffing of the College’s facilities assets.

TYPICAL DUTIES AND RESPONSIBILITIES

  1. Plans, organizes, maintains, and manages the operations and reliability of College facilities and general infrastructure systems.  Establishes and monitors preventative maintenance processes and programs and facility inspection processes for on-going review of maintenance work by external code enforcement agencies.  Coordinates efforts with other members of the FMS management staff to optimize resources, maximize efficiencies and support cross-zone programs.
  2. Oversees and coordinates the department’s automated work order system for facilities management, the Computer Maintenance Management System (CMMS).  Works with CMMS administrator to develop and modify preventative maintenance program, including updating preventative maintenance routines based on manufacturer’s maintenance schedules using facility asset inventory and bar coding applications to integrate with the CMMS system.
  3. Leads and directs team of trades and support personnel for assigned zone.  Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.  Reviews daily work orders via the Computer Maintenance Management System (CMMS) program and plans, schedules and assigns work orders to employees.  Participates in the development and implementation of training for FMS trades staff to develop new technical skills necessary to maintain and operate renovated or newly constructed College facilities.
  4. Leads and participates in technical discussions about the operation of building systems, explaining technical operations to diverse audiences when necessary, including subordinates and higher level management, and conversing with consulting engineers on a technical level to drive system solutions.  

  5. Inspects facilities for needed maintenance work or views work orders, complaints and other requests for services received from customers.  Leads and inspects preventative maintenance work efforts and other work requests in terms of progress and completion and to ensure compliance of the unit’s activities to pertinent codes, regulations and guidelines. 
  6. Inspects worked performed by service work contractors for boiler, HVAC, plumbing, electrical, elevator and other service contacts.
  7. Coordinates the acquisition of supplies and materials to complete maintenance work activities via shop stock, warehouse, storeroom and/or local suppliers.
  8. Develops, recommends, and administers policies, procedures, and processes in support of building maintenance operations; implements and monitors compliance with approved policies, procedures, and processes; reviews and updates written maintenance SOPs, instructions and manuals.
  9. Administers procurement and fiscal management activities associated with building maintenance activities, which may include: preparing RFIs, RFPs, and ITBs for maintenance related work to acquire trades and professional assistance.  Monitors spending on projects and cost accounting basis; recommends and implements corrective spending plans.  Ensures compliance with college and public purchasing rules; and/or, performing other related activities.  Reviews and authorizes purchase orders; makes and approves purchases.  Administering contracts; obtaining price quotes and bids.
  10. Participates in the development and administration of the building maintenance operating budget; coordinates the allocation of resources following budget approval; recommends approval of expenditures.  Participates in department capital budgeting and planning processes in relation to building maintenance capital renewal projects, deferred maintenance and program enhancements.
  11. Monitors the safety and accessibility of the College and its facilities and develops work requests to address safety and accessibility issues such as ADA, OSHA, DEQ, City and Local code requirements.
  12. Collaborates with the FMS Project Managers in scheduling and coordinating the work of external construction contractors to ensure terms of agreements are met and work is completed satisfactorily.  Develops requests for bids for minor repair and remodeling projects in concert with the Project Managers.  With Project Managers, identifies projects that can be completed more economically by internal staff.
  13. Performs quantitative and qualitative analyses and summarizes findings in applicable reports or other communication mediums.
  14. Participates in/on a variety of meetings, committees, task forces, and/or other related groups to communicate information regarding services, programs, areas of opportunity, and/or other pertinent information as appropriate.   Participates in Climate Action Plan (CAP) discussions and offers support and services to support the College’s sustainability initiatives.
  15. Serves as a liaison with other departments within the College, the community, and external agencies in order to provide information on available resources, projects, and/or services.
  16. Manages maintenance fleet assigned within assigned maintenance zone.
  17. Responds to emergency situations as required.
  18. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

MINIMUM QUALIFICATIONS

Bachelor's Degree in Engineering, Construction Management, Building Maintenance, or a related building maintenance or construction field.  Relevant experience may substitute for the degree requirement on a year-for-year basis.  Six years progressively responsible, professional engineering or maintenance experience, including three years of experience supervising or leading the work of others.

Possession of a valid driver’s license is required at time of hire.

KNOWLEDGE AND SKILLS

Knowledge of:

  • Personnel management principles and practices;
  • Facilities maintenance principles and practices;
  • Contract management principles and practices;
  • Applicable Federal, State, and local laws, rules, regulations, codes, and/or statutes of assigned areas of responsibility
  • Budgeting principles and practices;
  • Procurement principles and practices;
  • Project management principles;
  • Preventative maintenance principles and practices;
  • Operating characteristics and principles of building mechanical systems such as Variable Air Volume (VAV), Dual Duct, and Multizone air handlers, chillers, cooling towers, boilers, pumps, emergency generators, and electrical panels;
  • Use and operation of Direct Digital Controls (DDC) and Energy Management Systems (EMS) including troubleshooting, system diagnostics, trending and trend analysis;
  • Methods of utilizing maintenance work order tracking systems (such as the Computerized Maintenance Management System) to maximize efficient and effective planning and execution of facilities maintenance work (preventative maintenance or on-going work requests);
  • Use and application of standard office support software, including email/calendar tools, word processing and spreadsheet applications.

Demonstrated Skill in:

  • Analyzing and making sound recommendations on complex management and administrative issues, including identifying alternative solutions, projecting consequences of proposed actions, and making recommendations in support of goals;
  • Leading staff; including planning and scheduling work, overseeing project teams, mediating conflict and providing feedback on employee performance;
  • Developing long-range renovation and maintenance schedules and estimating costs over time;
  • Establishing maintenance standards to assure continuous serviceability of buildings and structures;
  • Reading and interpreting construction blueprints, specifications, drawings, maps, and/or other related technical documents;
  • Managing complex, multi-discipline projects involving multiple locations;
  • Interpreting and applying applicable laws, rules, and regulations;
  • Managing service contracts and vendors;
  • Analyzing, developing and implementing programs, policies and procedures in assigned area of responsibility;
  • Coordinating activities with other internal departments, the community, and/or external agencies;
  • Preparing a variety of reports related to operational activities, including quantitative or budgetary analyses;
  • Working effectively with diverse client and employee groups;
  • Utilizing computer technology used for work planning, communication, data gathering and reporting, including email/calendar tools, spreadsheets and word processing tools;
  • Communicating effectively through oral and written mediums.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is generally performed in a variety of environments: office, interior operational settings, and outdoors, with frequent interruptions and irregularities in the work schedule.  Frequent walking, standing, climbing, lifting, stooping, or carrying of equipment and materials may be required.  Incumbents may be required to lift and carry up to 25 pounds.  Incumbent may be exposed to extreme temperatures, close quarter situations, high and precarious places, moving mechanical parts, and vibrations.  Incumbents are frequently required to travel between campuses.

NEW: 06/11