Facilities Operations Manager

  • Title: Facilities Operations Manager
  • Category: Management
  • FLSA: Exempt
  • Grade: M

Job Summary

Under the direction of the Department Director manages the day-to-day operations of custodial, grounds and building maintenance activities. Participates in the development, recommendation, and administration of policies, procedures and processes in support of departmental operations. Responds to inquiries and requests for service from internal College departments and supervises administrative services paraprofessionals and technical/support staff.  The Facilities Operations (Fac. Ops) Manager also schedules, assigns, reviews, and supervises the work of all employees in Facilities Operations representing a variety of work skills necessary for the maintenance and repair of the PCC’s facilities, buildings, grounds, custodial and equipment; participates in the design, review, and planning of new construction and remodeling projects; and does related work as required.  May serve as alternate to the Department Director in their absence.

Distinguishing Characteristics

The Facility Operations Manager carries out operating policies and procedures with a focus in custodial, grounds and maintenance activities.  The Facility Operations Manager provides direct management and supervision to personnel involved in the maintenance and repair of buildings and equipment; the care and cleaning of buildings and grounds; the operation of heating, air conditioning, and ventilating systems; plumbing and electrical systems; roofing, building envelope and interior maintenance of PCC properties.  Works collaboratively with FMS Managers to establish, maintain and update PCC facilities standards as needed. Assists the FMS Director, with providing facilities and operational input on major/minor capital projects, new building design and on remodel-improvement projects, including working closely with engineers and architects in the specification development stages of these projects.

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 agencies having jurisdiction.
  2. Supervises administrative services skilled and technical/support staff. Hires, evaluates, trains, disciplines and recommends dismissal of staff as necessary.
  3. Develops, recommends, and administers policies, procedures, and processes in support of grounds and building maintenance operations; implements and monitors compliance with approved policies, procedures, and processes.
  4. Administers procurement and fiscal management activities associated with building and grounds maintenance activities, which may include: RFPs, and contracts for custodial, grounds and maintenance related work to acquire trades and professional assistance; monitoring spending on project and cost account basis; recommending and implementing corrective spending plans; reviewing and authorizing purchase orders; administering contracts; obtaining price quotes and bids; purchasing and approving employee purchases; ensuring compliance with college and public purchasing rules; and/or, performing other related activities.
  5. Trouble-shoots and responds to after-hour issues as needed regarding the operational aspects of the facilities such as HVAC issues, fire alarm malfunctions, electrical outages, water leaks, etc.
  6. Monitors the safety and accessibility of the College and its facilities. Serves as the point of contact for the department for code (e.g. ADA, Fire Life Safety) compliance issues, accessibility improvement projects, and/or other code related issues.
  7. Updates and maintains list of District facilities equipment, including life-cycle and replacement costs.
  8. Monitors and oversees the work of external contractors to ensure terms of agreements are met and work is completed satisfactorily.
  9. Participates in the development and administration of grounds and building maintenance budget; coordinates the allocation of resources following budget approval; recommends approval of expenditures.
  10. Collects and analyzes a variety of complex data and information, including utility costs and usage. Performs statistical analysis and summarizes findings in applicable reports or other communication mediums.
  11. Participates in/on a variety of meetings, committees (including chairing), task forces, and/or other related groups to communicate information regarding services, programs, areas of opportunity, and/or other pertinent information as appropriate.
  12. 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.
  13. As part of PCC and the department’s Emergency Management (Incident Command System) essential personnel requires after hour and 24/7 on-call for response as needed.
  14. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Work Environment and Physical Requirements

Work is generally performed in both an office environment and an outdoor environment, with frequent interruptions and irregularities in the work schedule. This position requires regular visits and meetings at all PCC teaching sites across the district. 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.

Minimum Qualifications

Bachelor’s Degree Facilities Management, Engineering, Architecture, Administration or a related building construction field. Relevant experience may substitute for the degree requirement on a year-for-year basis. Five years’ progressively responsible, professional custodial, grounds, and/or maintenance experience, including two years of public institution supervisory experience.

Knowledge and Skills

Knowledge of:
  • Supervisory principles;
  • Facilities maintenance, grounds and custodial principles and practices;
  • Contract management principles and practices;
  • Applicable Federal, State, and local laws, rules, regulations, codes, and/or statutes;
  • Budgeting principles and practices;
  • Procurement principles and practices;
  • Project management principles;
  • Preventative maintenance principles and practices;
  • Maintaining data and components for facilities, such as: 6 Year Scheduled Maintenance, 6 Year Facilities Condition Assessment;
  • Industry Best Practices;
  • Continuous Quality Improvement Principles;
  • Sustainability in Facilities Management and maintaining currency in sustainable practices.
Skills in:
  • Supervising subordinate staff;
  • Reading and interpreting construction plans, 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;
  • Demonstrating a high level of intercultural competence, an understanding of the diverse identities and cultures of community college students and staff, and in developing and supporting inclusive communities;
  • Managing contracts;
  • Working in a union environment;
  • Designing and developing program plans in assigned area of responsibility;
  • Analyzing processes and making recommendations for improvement;
  • Coordinating activities with other internal departments, the community, and/or external agencies;
  • Preparing a variety of reports related to operational activities, including statistical analysis;
  • Data driven reporting and planning for budgeting;
  • Presentation to a large and diverse audience;
  • Developing, recommending, implementing, and monitoring policies, procedures, and work flow;
  • Utilizing computer technology used for communication, data gathering and reporting;
  • Communicating effectively through oral and written mediums.
Ability to:
  • Work with diverse academic, cultural and ethnic backgrounds of community college students and staff;
  • Mediating conflict;
  • Conducting negotiations
  • Analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and making recommendations in support of goals.

Reviewed: 12/2018
Revised: 1/2017
Replaces: Maintenance Manager-04/2007