What are the responsibilities and job description for the Facility Manager - Harvard Business School position at UG2?

Facilities Manager Harvard Business School - General Repair and Life Safety

Job Summary :

Reports directly to the Associate Director of Facilities, Buildings and Trades and takes direction from and supports Director level positions within the Facilities department.

Supports the Facilities Trades shops by coordinating, facilitating, and monitoring completion of work by in house trades staff and external vendors / contractors.

Responsible for developing and maintaining programs to improve Safety, Facilities Condition Index (FCI), Vendor Diversity, Equity & Inclusion initiative, and Customer Service.

Responsibilities :

Coordinates and facilitates completion of work requests, enhancing Facilities customer service :
Coordinate / schedule work with customers and stakeholders across Harvard Business School campus including Housing, Exec Ed, Faculty & Staff, Students, Neighbors, etc.
Enhance Facilities' customer service reputation by providing exceptional customer service and assisting trades staff and foremen with customer interactions as needed, allowing trades to focus on troubleshooting and repairs.
Works closely with Carpentry, Paint, and Fire Protection & Life Safety trades staff and our shop foremen to facilitate work requests with elevated scope complexity or that need vendor support to complete.
Triages and evaluates intent of customer requests, alternative solutions, next steps, status updates, etc.
Utilizes Service Now (SN) CMMS system to monitor WO completion rates, timeliness of WO completion, and acts as a resource to drive completion of aging WOs in need of additional resources.
Identifies new opportunities for leveraging SN to better manage work orders. Develops reports, metrics, KPI's.
Works with the trades to identify gaps in Preventative Maintenance (PM) program and makes recommendations for expansion of PM's.
Prepares annual HBS environmental compliance report including air source registration, emissions, Spill prevention Control and Countermeasure (SPCC), and National Pollutant Discharge Elimination System (NPDES) permits in collaboration with HU's Environmental Health and Safety group.
Reviews evacuation plans as needed and assists in keeping them up to date and acts as Facilities Emergency Coordinator
Performs mechanical room inspections with focus on organization, housekeeping, and identifying potential safety issues.
Oversight of campus elevator portfolio, coordinating repairs and upgrades. Manages annual elevator upgrades capital project.
Responsible for door hardware, automatic door openers (ADO's), fire door inspection program and addressing accessibility deficiencies.
Responsible for loading dock equipment such as levelers, overhead doors, etc.
Building / roof / tunnel leaks - takes lead on leak cleanup response and remediation including coordination of indoor air quality assessments and assists AD of Facilities Buildings & Grounds with source investigation and mitigation efforts.
Maintains and develops campus Building Data Training Document which includes standby power distribution, outage restoral sequences, elevator inventory, generator inventory, and HVAC system information.
Develops emergency procedures for all campus buildings and infrastructure, i.e., water and sprinkler shutoffs, electrical shutoffs, etc.
Oversight and coordination of life safety related testing, including but not limited to, emergency generators, smoke evacuation systems, automatic transfer switches, fire drills.

Facility Condition Index (FCI)

Administers the campus FCI Program working closely with the HU CAPS Office and third-party provider.

Manage and update records when facilities personnel replace equipment.

Work with capital project managers to manage and update records at completion of projects to accurately track building FCI.

Assist in preparing annual and multi-year capital plans, informing equipment replacement priorities by leveraging the FCI tool to inform decision making.

Facilitate periodic facility condition assessments.

Safety

Facilities liaison with Harvard Environmental Health and Safety (EH&S) office

In concert with EH&S, develops and administers training program to ensure safe work practices and compliance with OSHA and Harvard EH&S requirements, including but not limited to :

Fall Protection

Identifies areas that require upgraded safety measures.

Works with EH&S and design team to add roof fall protection systems.

Ensures trades staff compliance with training and proper use of fall protection equipment.

Lock Out Tag Out

Administers LOTO program and works with trades staff and EH&S to develop safe shutdown procedures for equipment.

Hot Work

Develop and implement policy for permitting and tracking all hot work occurring on campus and fire alarm / sprinkler impairments.

Confined Space

Ensures and reinforces compliance with HU confined space policies.

Aerial lifts

Facilitate maintenance and proper training and inspection for all lifts.

Works to maintain compliance with Environmental regulations.

SPCC Plan

Haz Waste and Universal Waste

PM / Testing of fume hoods, safety showers, EEW's etc.

Asbestos / ACM compliance and reporting

Review and manage EH&S building inspection reports, work with trades staff on completing the recommendations from these reports (safety best practices)

Diversity, Equity, and Inclusion - Assists the AD of Facilities Buildings and Trades and AD of Facilities Buildings & Grounds in researching and bringing in new companies and expanding our typical vendor list to include more diverse suppliers and contractors.

Customer Service and Information Technology :

Promotes, builds, and maintains good relations with the campus community. Keeps supervisor informed of campus needs, systems status, and actual or potential occupant problems.

Develops, implements, and maintains standards to ensure a consistently high level of service to all customers : faculty, staff and students. Addresses and resolves issues, collaborating with other staff, contractors, and vendors as needed. Demonstrates leadership and sound judgment, making decisions independently and knowing when to seek direction from supervisor. Develops and implements programs to ensure all services are performed efficiently and effectively.

Assists with Operations various applications (Service Now, BMS, metering, CWP, Life Safety, etc.) through project management, vendor relations, testing, upgrades, reporting and feedback to defined HBS Operations and IT representatives.

Follows up with customers on an as needed basis to resolve any issues.

Periodically, conducts analyses / metrics and creates reports on Facilities key performance indicators by tracking overall service levels across various functional areas.

Being present, available, and visible at all high-profile campus events, such as Commencement, reunions, and Class Day for an "all hands-on deck" approach, as well as staying involved / keeping track of daily events on campus schedule.

Attends Facilities team meetings providing update on relevant information.

Working Conditions / Physical Demands :

Some exposure to extreme degrees of heat, noise, dust and dirt, areas requiring infection control. Ability to meet deadlines and make sound decisions sometimes under stress.

Responds to 24 / 7 calls if occasional emergency situations arise on campus.

Sits; stands; bends; kneels; climbs stairs, ladders, and equipment; has good sense of balance to work on heights. Some lifting of medium and / or heavy equipment and tools.

Required Skills and Experience :

Bachelor of Science degree in Engineering, Facility Management, Construction Management, related discipline, or equivalent experience.

3-5 years of applicable experience in facilities, construction, or related project management. Experience managing multiple facilities or buildings, preferably in a university setting.

Strong leadership and ability to develop and maintain relationships and partnerships with customers, stakeholders, peers, and business partners.

Strong interpersonal skills required. Ability to work well and build relationships with other Harvard employees and vendors. Must be flexible, adaptable, and work well as part of a team.

Strong customer focus. Proven facilities experience providing high quality customer service.

Experience planning and executing projects is highly desirable.

Strong computer skills (Microsoft O365) required. Ability to work with Project Management Software (i.e., PMWeb or other project cost control software).

Strong knowledge of building systems required.

Experience with Building Management Systems (BMS) is a plus.

Must be creative at problem solving and possess strong analytical and organizational skills.

Ability to communicate well in verbal and written form is essential. Attention to detail is a must.

Must be self-motivated to work on multiple projects simultaneously under tight deadlines.

About UG2 :

At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.

Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.

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Facility Manager - Harvard Business School

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