Facilities Manager manages the maintenance, construction, repair, and refurbishment operations of one or more facilities or properties. Implements policies and procedures that ensure the optimal functioning of buildings, grounds, and associated equipment. Being a Facilities Manager monitors daily building operations of all systems, including mechanical, electrical, plumbing, HVAC, safety, and waste management to ensure reliability. Tracks work orders for quality, adherence to service standards, and budgeted guidelines. Additionally, Facilities Manager trains supervisors and employees in best practices for maintenance work, service and safety standards, and local laws and regulations. Oversees vendors or contractors engaged for construction projects. Typically requires a bachelor's degree. Typically reports to a director. The Facilities Manager manages subordinate staff in the day-to-day performance of their jobs. True first level manager. Ensures that project/department milestones/goals are met and adhering to approved budgets. Has full authority for personnel actions. To be a Facilities Manager typically requires 5 years experience in the related area as an individual contributor. 1 - 3 years supervisory experience may be required. Extensive knowledge of the function and department processes. (Copyright 2024 Salary.com)
East Lyme Public Schools
Position Description
Position Title: Facilities Project Manager
Department: Facilities
Reports To: Director of Facilities
Prepared By: Director of Facilities Date: July 12, 2023
Approved By: Date:
SUMMARY:
Functions as part of the Facilities management team. Develops and manages capital
improvement projects, including the planning, organization, and coordination of
construction design and engineering, contract development, bidding and project
construction and implementation. Monitors capital budgets to ensure project expenditures
remain within the scope of work. Provides technical support and manages all aspects of
capital construction projects. Oversees consultants, contractors and staff performing
capital construction work. Prepares construction specifications, bid documents, contracts
and change orders. Conducts field inspections to collect data, verify existing/actual
conditions, and monitor conformance with plans/specifications.
ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties may be assigned.
1.Coordinates and prepares facility services and construction specifications and bid
documents. Coordinates pre-bid and pre-construction conferences. Drafts Request for
Proposals (RFP) and develops scope of work. Negotiates contracts, selects consultants
and administers contracts for consulting architects, engineers, contractors, and project
management resources. Compels compliance with published construction plans and
specifications.
2.Supervises and coordinates the design and permit process and work of contractors,
engineers, architects, design professionals, and other personnel to assure the efficient and
economical use of program funds, personnel, materials, facilities, and time. Reviews
work for compliance with contract documents and appropriate guidelines, laws, and
regulations.
3.Monitors individual project budget summaries assuring expenditures are within
approved budget, tracking changes to the contract documents that may result in change
orders. Makes recommendations to the Director of Facilities on change orders as
necessary. Assists with project financial reports, accounting, and grant reimbursement.
Prepares project budgets and assists with budget development, as requested. Monitors
and ensures all requirements of grants and contracts are met. Prepares complete reports
on time with supporting conclusions and recommendations.
4.Develops and maintains records to track the process and progress of each project for
proper evaluation, control and documentation to ensure compliance with District, State,
and Federal requirements and grant reimbursement requirements.
5.Serves as a resource to the Director of Facilities and other District personnel by
consulting on facility issues. Acts as liaison between end users, District staff and
contractors on District projects. Assures effective communication among consultants,
contractors, department heads and other stakeholders. Conducts needs assessment and
meets with District personnel to assure needs are being met by proposed designs and
specifications. Communicates project status to staff and other affected groups, keeping
building occupants informed as to the progress of projects and of any developing
problems, recommending alternative courses of action to mitigate such problems.
6.Creates presentation materials; authors written and oral reports and media materials.
7.Uses speaking engagements, media interviews and other methods to enhance the
community’s awareness of, and appreciation for, capital projects and to educate
community stakeholders regarding each project’s function and objectives.
8.Plans, conducts and presents at project related meetings. Coordinates design,
specification and construction meetings. May prepare and present materials for Board of
Education and other local government entities.
ADDITIONAL WORK PERFORMED:
1. Conducts periodic inspections of facilities. Communicates with other District staff as
appropriate to initiate required corrective action.
2. Prepares grant applications.
3. Performs backup, team, and project duties as assigned.
4. Assists with development and execution of O&M funded and recurring maintenance
projects.
5. Assists with preparing annual budget and capital improvement program budget.
4. Performs other related work of a similar nature or level.
SUPERVISORY RELATIONSHIPS & RESPONSIBILITIES:
Reports to the Director of Facilities. Works under general supervision and the guidance
of District policies and procedures, as well as applicable Federal, State and local
regulations. Responsible for technical guidance of project teams and contractors involved
in construction and renovation. May act as responsible in charge in the absence of the
Director of Facilities and provides direction and serves as a technical resource to
technicians and others within the District.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements listed below are representative of the knowledge,
skill, and/or ability required. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
PERFORMANCE REQUIREMENTS (Knowledge, Skills, and Abilities):
Knowledge of:
reading blueprints and evaluation of design and construction projects.
expenditure control and records management.
Processes, Procedures and Stakeholders
Skill in:
sensitivity, adaptability and flexibility and time management skills.
and other applications specific to the area of assignment.
Ability to:
individuals and groups in clear, concise language appropriate for the purpose and parties
addressed, including preparing and making public presentations which can be understood
by non-technical listeners and preparing written reports, materials, correspondence, and
procedures.
officials, contractors, representatives of other governmental agencies and the general
public.
EDUCATION and/or EXPERIENCE:
Bachelor's Degree in Engineering, Architecture, Construction Management or related
field, AND Four years progressively responsible experience with commercial or
institutional facilities and building construction projects required.
OR
Post-secondary vocational or occupational training in related field plus 6 years of direct
construction project management.
OR
An equivalent combination of education and experience sufficient to provide the
applicant with the knowledge, skills, and ability to successfully perform the essential
functions of the job will be considered.
CERTIFICATES, LICENSES, REGISTRATIONS:
PREFERRED/NOT REQUIRED: Fundamentals of Engineering Certificate. Professional
Engineer License. Project Manager Professional Certificate
LANGUAGE SKILLS:
Ability to read, analyze, and interpret common scientific and technical journals, financial
reports, building codes, government and legal documents. Ability to respond to common
inquiries or complaints from customers, regulatory agencies, or members of the business
community. Ability to write correspondence that conforms to prescribed style and
format. Ability to effectively present information to administrators, public
groups/community, and Board of Education.
MATHEMATICAL SKILLS:
Ability to work with mathematical concepts such as probability and statistical inference,
and fundamentals of plane and solid geometry and trigonometry. Ability to apply
concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to apply financial concepts such as compound interest, time value of money, tax
rates and discounts.
REASONING ABILITY:
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret an extensive variety of technical instructions in mathematical or
diagram form and deal with several abstract and concrete variables.
OTHER SKILLS and ABILITIES:
Personal Computer and spreadsheet skills. Ability to apply knowledge of current
research and theory in specific field. Ability to establish and maintain effective working
relationships with students, staff and the school community. Ability to speak clearly and
concisely both in oral and written communication. Ability to perform duties with
awareness of all district requirements and Board of Education policies.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk
and hear. May sit or stand for long periods of time. The employee frequently is required
to walk. The employee is occasionally required to stand and reach with hands and arms.
Specific vision abilities required by this job include close vision, distance vision and
color vision. Some driving of personal vehicle is necessary. Occasionally, yet essential
to this position, the individual must meet deadlines with specific time constraints, and
effectively interact with the public, contractors and other stakeholders. Occasionally the
position requires the employee to work irregular or extended hours, position has direct
responsibility for the safety, well-being or work output of other people. Must be able to
effectively multiple projects ongoing at the same time and with similar deadlines. Bends,
reaches, pushes, pulls, and twists. May occasionally lift and carry items weighing up to
50 pounds.
WORK ENVIRONMENT:
The work environment characteristics and physical demands described here are
representative of those an employee encounters while performing the essential functions
of this job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
Works in an office or meeting room setting and at field locations in all types of weather.
Field inspection work may be near noisy machinery, with the possibility of exposure to
environmental and chemical allergens standard to the building construction industry.
Traverses rough terrain, inclines, and areas undergoing excavation. Attends meetings or
performs duties outside of normal office hours. Moves throughout the facilities.
Frequently drives motor vehicles to perform duties in the field, at multiple sites. Uses
appropriate safety equipment and follows established work safety policies, practices and
procedures.
NECESSARY SPECIAL REQUIREMENTS:
requirements.
The information contained in this job description is for compliance with the American
with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this
position. Additional duties are performed by the individuals currently holding this
position and additional duties may be assigned.
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