Facilities Manager

POSITION SUMMARY

The Facilities Manager manages the City of Englewood (“the City”)'s Facilities Team, which includes three divisions: (1) capital projects; (2) custodial; and (3) building maintenance. The position provides strategic division to all three divisions, and plans and prioritizes proactive and reactive maintenance of city facilities and ensures projects are constructed in accordance with plans and specifications and prudent construction project management procedures. The position performs space assessments and financial and administrative studies related to capital improvement projects; exercises technical and functional supervision of contractors, consultants, and support personnel. The position reports directly to the Deputy City Manager, and manages a team in the City Manager’s Office (Administration Department), and partners with all City departments.

REPORTING RELATIONSHIPS

Reports to: Deputy City Manager

Direct Reports: Facilities Maintenance Supervisor, Custodial Services Supervisor, and City Architect

DUTIES AND RESPONSIBILITIES

The listed examples of work are not intended to be all-inclusive. They may be modified with additions, deletions, or changes as necessary.

Essential Duties & Responsibilities

People Leadership

• Oversees the supervisor of the division (building maintenance) thatthat installs, inspects, repairs, and maintains building systems, including mechanical, electrical, plumbing, HVAC, and elevators.
• Manages employee tasks and prioritizes work assignments. Meets weekly to facilitate effective one-on-ones with team supervisors and direct reports
• Coordinates monthly facilities project meetings to ensure all three facilities divisions coordinate all aspects of key facilities projects
• Manages, directs, and guides the development of direct reports.
• Maintains working relationships with various departments throughout the city by meeting on a regular basis to discuss facility related topics, capital projects, process improvements, and team feedback.

Strategic Planning and Partnerships

• Partners with the City’s Sustainability Division to ensure sustainability best practices are followed by Facilities divisions
• Develops, maintains, reports on, and updates a long-range facilities plan,
• Partners with the Public Works Department Asset Manager to ensure that facilities assets are appropriately tracked, including routine maintenance schedules
• Oversees the use of a work order management system for facilities-related tickets, including working with direct reports and teams on providing positive customer service experiences to customers
• Partners with outside organizations that have agreements for the utilization of City spaces, including Historic Englewood and Englewood Arts

Operations

• Oversees successful completion of routine, preventative, and emergency repairs to buildings & grounds, custodial & cleaning operations, garbage and recycling management, supplies & equipment procurement, and site access & building security.
• Leads and influences the team's best work by serving as an escalation point, solving routine problems, preventing conflicts, and giving direct feedback. Provides instruction and guidance to ensure full understanding of designated activities
• Manages the design, implementation and construction management of all facilities maintenance and facilities capital projects.
• Manages leasing and/or renting of city facilities, including management of consultants utilized for this purpose.
• Creates and implements proactive maintenance and repair schedules for facilities. Closely tracks efforts to confirm work is performed according to standards; checks progress, evaluates accuracy, discovers deviations and identifies solutions.
• Proactively plans work to ensure safe operation of the City’s facilities. Assists in the development, implementation, control, and distribution of Quality Assurance and Quality Control practices, standards, methodologies and metrics associated with assignments. Ensures suppliers and vendors meet established quality requirements.
• Develops requests for proposals, scopes of work, bid documents and other documents to proceed with a project. Procures services and contractors in accordance with the city’s Procurement Policy. Evaluates responses and makes recommendations regarding consultant and contractor selection.

Facilities Project Management

• Directs construction activity for compliance with applicable standards, code and regulations. Observes work to ensure that it meets the contract’s specifications and drawings. Works with the City of Englewood Building and Safety Division to ensure proper permitting for all projects.
• Analyzes costs to ensure conformance with the bid prices. Reviews and recommends for approval monthly pay estimates for construction contracts. Processes all invoices in a timely manner. Ensures projects stay within a set budget.
• In partnership with the City Architect, coordinates the work performed by consultants and contractors on small to medium sized projects, coordinates and monitors work on large projects.
• Inspects and observes completed projects for compliance to standards. Ensures conformance with state and federal laws and City codes.
• Ensures that City facilities comply with state, federal and local laws, ordinances, regulations, and codes pertaining to the building industry; corrects facilities andgrounds safety deficiencies identified through routine or periodic inspections.

Other Duties & Responsibilities

• Performs other duties as assigned and required.

PREPARATION AND TRAINING

Education

• Bachelor's Degree, or the completion of the equivalent units of course work, from an accredited four-year college or university with major coursework in Construction Management, Facilities Planning, Engineering, Business Administration, Construction Technology, or closely related field.
• Education Substitution: Up to two (2) years of the education requirement may be substituted with related experience at a rate of two (2) years of experience to one (1) year of education. (i.e., Associate degree, or equivalent in related coursework, plus four (4) years of full-time progressively responsible related experience.)
• Additional Substitution: The educational requirement may be substituted with 10 years of full-time progressively responsible related experience in facilities, or construction and construction project management.

Experience

• Requires four (4) years of progressively responsible experience in construction project management and capital projects planning, managing the construction and design of small to moderate size capital improvement and construction projects.
• Desirable Experience: Operation and use of computer aided design and drafting (CADD) application programs, MS Project, Timberline, ShureTrak, or Primavera, and project management experience with Mendocino County or other municipality.

Certifications/Licenses/Other

• Required Driver’s License: Valid Colorado driver’s license and a clear or acceptable MVR
• Criminal Justice information and Services (CJIS) background check required

An equivalent combination of education, training and relevant job experience may be substituted.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge

Advanced knowledge of:

• Facilities management
• Construction management
• Project management
• Reading and interpreting architectural drawings, construction plans and specifications

Working knowledge of:

• Contracts and procurement
• Project delivery
• Regulations and codes
• Permitting
• Applications software for Windows environment, Microsoft Office preferred

Skills and Abilities

• Computer Skills - Strong skills needed to prepare and manipulate spreadsheets, perform quantity and cost calculations, prepare written reports, and input data.
• Communication - Strong skills needed to interact with consultants, contractors, and other City employees. Strong written skills needed to write reports and documents for various projects including Council communications and technical memoranda.
• Analytical - Strong skills needed to evaluate complex problems and propose alternatives and solutions.
• Project Management - Advanced skills needed to coordinate a plan from conception to completion and to schedule and track progress.
• General Management - Strong skills needed to prepare construction cost estimates, project documents & reports and project specifications.
• Mathematical – Strong skills needed for field measurement and calculations/verification of quantities

WORKING CONDITONS

Work is performed in a standard office environment and in the field. The employee is exposed to various weather conditions including wet, hot and cold conditions. Also exposed to various environmental conditions which may include excessive noise, solvents, grease, and oils, slippery or uneven walking surfaces.

SALARY RANGE

$109,186 - $163,778/Annual Pay Rate

This is a full time position.

BENEFITS

The City of Englewood offers a comprehensive benefits package including but not limited to:

• Medical, Dental, and Vision Plans
• Retirement Plan
• Paid Time Off
• Sick Leave
• 12 Paid Holidays and 1 Cultural Recognition Day (Floating Holiday)

APPLICATION DEADLINE

Open until filled.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.