Facilities Manager

The City of Lancaster is seeking a hardworking, detail-oriented person with excellent organizational and time management skills to fill a full-time Facilities Manager position.

Job Summary:

The Facilities Manager is responsible for overseeing maintenance, construction, and renovation of city owned buildings and facilities. This includes managing capital improvement projects, and development and oversight of the capital budget. The Facilities Manager will supervise one maintenance staff member and collaborate with external contractors on projects ranging from building repairs to large-scale facility upgrades. The role involves determining the need for repairs, improvements, and replacements to city buildings, grounds, and equipment, as well as ensuring the safe and efficient operation of city facilities.

Essential Functions:

Preventative Maintenance

• Inspects buildings, grounds, and equipment on a regular basis. Determines which projects can be performed in-house or contracted to outside providers.
• Proactively identifies deficiencies, replacement evaluation criteria, and depreciation schedules.
• Develop a preventative maintenance program; determine and prioritize the need for repairs, improvement, and replacement of buildings, grounds, and equipment.
• Provide cost estimates and recommendations.
• Ensures that City resources are used appropriately.

Capital Improvement Projects and Project Management

• Responsible for developing and reviewing all capital and infrastructure improvement projects and completing projects on time and within budget.
• Monitors and manages the operational and capital budgeting process to ensure expenditures remain in the scope of work by identifying upcoming purchases and obtaining quotes from vendors.
• Participates in budget hearings, manages expenditures, and monitors the status of projects.
• Manages projects relating to construction, renovation, electrical and mechanical infrastructure, utilities, plumbing, and space allocations.
• Collaborate with internal stakeholders, design consultants, engineers, and contractors.
• Define project scopes and draft Requests for Proposals (RFP).
• Review bid proposals, establish project plans, coordinate project schedules, manage project budgets, manage project meetings, and assess and control project risks.
• Integrates project plans into internal work breakdown for the assignment and management of tasks.
• Monitors progress towards completion and provides updated reports reflecting the status to internal project stakeholders and external project partners.
• Facilitates project meetings, assists in negotiating contract agreements for consultants, engineers, and contractors; interacts with employees from all levels of the organization.
• Provides guidance and instruction to design professionals, contractors, and consultants.
• Routinely reviews work for compliance with all required permits and guidelines.
• Monitors grant requirements for compliance.

Cross Department Collaboration and Security & Safety Operations:

• Collaborates with IT to help manage security operations of City buildings and facilities; including the operation of automated electronic entry/locking systems; the operation of internal and external electronic surveillance systems; and the production of identification badges for City staff.

Other Duties:

• Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Project management, contract administration, building, and land use permits, processes, and requirements. Knowledge of computer applications and hardware related to performing the job's essential functions.
• Fiscal management, including budget preparation, cost analysis, and expenditure control.

Skill in:

• Communicating orally and in writing with internal staff, external stakeholders, citizens, and elected officials to educate and present information in a courteous manner.
• Project design review and project management services.
• Organizing work, setting priorities, clarifying expectations, and ensuring project deadlines are met.
• Conflict resolution and problem-solving by using tact, discretion, initiative, and independent judgment within established guidelines.
• Lead, contribute, and effectively delegate tasks to achieve department goals and objectives.

Ability to:

• Work independently and manage staff to meet deadlines.
• Strive for quality yet cost-effective design.
• Establish and maintain effective working relationships with fellow employees, City officials, other government agencies, social agencies, and the public.
• Work outside of standard business hours, including nights, weekends, and holidays, if needed, due to emergent events.
• Understand and follow state, local, and city laws, regulations, and procedures, and maintain appropriate licensures and certifications.

Minimum Qualifications:

• 6-10 years experience in facilities management, with 3-5 years experience as a supervisor in facilities and construction or project management preferred. Minimum 2 years of technical school education, certification, apprenticeship, or related college degree preferred.
• High school diploma or equivalent.
• Must possess a valid State of Ohio Driver’s License.
• Must successfully pass a pre-employment physical exam, drug test, criminal background investigation, and a driving record check.
• Must be insurable under the City’s auto insurance policy.

The requirements listed represent the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. This Position Description is intended to identify and illustrate the duties that may be assigned to its incumbents. It should not be interpreted as describing all the duties that may ever be required of such an employee or be used to limit the nature and extent of assignments such individuals may be given.

Working Conditions:

• Work is performed in a standard office environment and in the field, exposing the employee to various conditions such as extreme cold, heat, noise, vibrations, hazards, and atmospheric conditions.
• This is medium work requiring lifting from 10 to 50 pounds as needed. The essential functions of this position require.

Please note that as a recipient of federal funds, the City of Lancaster is required to comply with the federal Drug-Free Workplace Act of 1988. Therefore, the City has a zero-tolerance policy for controlled substances, which includes medical marijuana, a federally scheduled substance.