What are the responsibilities and job description for the Facility Manager-Harvard Business School position at UG2?
Reporting directly to Senior Director of Facilities, the Facility Manager is responsible for facilities capital projects and operational duties. Works directly with trades and supervises vendors as assigned. Provides expertise with MEP and Life Safety Systems, operational technology solutions, customer service and project management.
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Assists with providing direction on capital project planning, scoping, and budget forecasting.
Serves as project manager on multiple projects, managing all aspects of projects from development to implementation to close out. Tasks will include assisting in defining user needs, project scope development, schedule, budget, contract management, and risk analysis while providing regular reporting on project status and budget. Prepares cost estimates, reforecasts, and analysis. Closely monitors expenditures for all projects.
Oversight, management and closeout of various types of projects: Structural, MEP, Life Safety, Fire Protection and Energy Conservation projects (e.g. lighting retrofit, AHU replacement, emergency power, fire alarm networking, elevator upgrades, and other miscellaneous projects as assigned).
Oversight and coordination of outside vendors, including but not limited to electrical, mechanical, plumbing, building automation/controls, carpentry, etc. including defining scope of work, specifications, and Service Level Agreements, and for managing quality assessments, project walk-throughs and meetings.
Maintains project files, budgets, contract documents, purchase orders, and invoices. Must maintain PMWeb Project Management system with most recent budgetary, schedule, reforecasting, and project updates.
Establishes and adheres to project schedules, providing regular updates.
Reviews and provides feedback on miscellaneous project documents including specifications, drawings, submittals, RFI’s, etc.
Acts as Facilities Department point person in support of capital projects.
Works closely with UG2 Business Relationship Account Manager to communicate, .
As required and assigned, works on specific activities and projects to improve overall effectiveness of HBS Operations.
Leverages campus knowledge to identify potential projects including energy conservation measures, sustainability, life cycle renewal and operational improvements
Attends Operations projects meetings providing regular project updates to the team.
Operational Support
Manages contractors, vendors, commissioning agents, consultants, etc. as assigned.
Assists with providing input and management of annual operating and capital budgets.
Leverages technical knowledge to identify potential projects in energy conservation, life cycle renewal, deferred maintenance, and operational improvements.
Works closely with Manager of Energy & Commissioning to identify energy reduction opportunities. Assists in the evaluations of new energy efficiency technologies.
Works closely with in house trades, specifically HVAC Foreman, Controls Specialist, General Maintenance Foreman, Fire/Life Safety Foreman, and Electrical Foreman.
Assists with the maintenance and operation of 36 buildings / 2M square feet, including a wet laboratory
Acts as Facilities department representative for projects being managed by HBS Capital Programs department. Attends project meetings and reviews/conducts walkthroughs of the project's progress as needed. Reviews all architectural and engineering drawings to ensure systems, equipment and layout meet campus standards. Reviews MEP/ LS/FP submittals and participates in design assist process.
Responds to campus emergency situations on a 24/7 basis as needed – power outage, floods, etc. Assists with day-to-day issues that may arise and coordinate repairs.
Performs Other Duties And Responsibilities As Assigned.
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 daily.
Assists with operation of various applications ( BMS, metering, fire alarm systems, UPS monitoring software, etc.) through project management, vendor relations, testing, upgrades, reporting and feedback to defined HBS Operations and IT representatives.
Follows up with customers and stakeholders as needed to resolve any issues.
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 regarding ongoing work
Working Conditions/ Physical Demands/Personal Contacts
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. Work whatever hours are necessary to maintain facility in a safe manner and to support project demands. This may include weekends and nights as needed.
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.
Interpersonal skills necessary to deal effectively and courteously with faculty, staff, supervisory staff, employees, representatives of contractors, vendors, etc.
Required Skills And Experience
Bachelor of Science degree in Engineering, Facility Management, Construction Management, Project management or related discipline, or equivalent experience.
3-5 years of applicable experience in facilities, construction, or related project management. Experience with operations management of multiple facilities, structures, and buildings.
Strong leadership is required to develop and maintain relationships and partnerships with customers, stakeholders, peers, and business partners.
Strong customer focus. Proven facilities experience providing high quality customer service; and experience with Industry Best Practice Standards. Leadership experience building and sustaining high performance technical operations, including O&M, construction, and renovation projects is highly desirable. Experience planning and executing capital projects and integrating project schedules is also highly desirable.
Strong computer skills (Microsoft O365) required. Ability to work with Project Management Software (i.e., PMWeb or similar budgeting software).
Strong knowledge of building systems required.
Experience with Building Management Systems (BMS) desired, preferably Siemens and Schneider StruxureWare
Experience working in a university setting desired.
Strong interpersonal skills required. Ability to work well and build relationships with other Harvard department employees and vendors.
Must be creative at problem solving and possess analytical skills. Strong organizational skills are required. The ability to communicate well in verbal and written form is essential. Self-motivated who can take initiative to resolve problem. Attention to detail is a must.
Ability to work effectively with user groups, internal staff, and outside consultants. Work under tight deadlines on multiple projects simultaneously. Must be flexible, adaptable, and work well as part of a team.
:
Assists with providing direction on capital project planning, scoping, and budget forecasting.
Serves as project manager on multiple projects, managing all aspects of projects from development to implementation to close out. Tasks will include assisting in defining user needs, project scope development, schedule, budget, contract management, and risk analysis while providing regular reporting on project status and budget. Prepares cost estimates, reforecasts, and analysis. Closely monitors expenditures for all projects.
Oversight, management and closeout of various types of projects: Structural, MEP, Life Safety, Fire Protection and Energy Conservation projects (e.g. lighting retrofit, AHU replacement, emergency power, fire alarm networking, elevator upgrades, and other miscellaneous projects as assigned).
Oversight and coordination of outside vendors, including but not limited to electrical, mechanical, plumbing, building automation/controls, carpentry, etc. including defining scope of work, specifications, and Service Level Agreements, and for managing quality assessments, project walk-throughs and meetings.
Maintains project files, budgets, contract documents, purchase orders, and invoices. Must maintain PMWeb Project Management system with most recent budgetary, schedule, reforecasting, and project updates.
Establishes and adheres to project schedules, providing regular updates.
Reviews and provides feedback on miscellaneous project documents including specifications, drawings, submittals, RFI’s, etc.
Acts as Facilities Department point person in support of capital projects.
Works closely with UG2 Business Relationship Account Manager to communicate, .
As required and assigned, works on specific activities and projects to improve overall effectiveness of HBS Operations.
Leverages campus knowledge to identify potential projects including energy conservation measures, sustainability, life cycle renewal and operational improvements
Attends Operations projects meetings providing regular project updates to the team.
Operational Support
Manages contractors, vendors, commissioning agents, consultants, etc. as assigned.
Assists with providing input and management of annual operating and capital budgets.
Leverages technical knowledge to identify potential projects in energy conservation, life cycle renewal, deferred maintenance, and operational improvements.
Works closely with Manager of Energy & Commissioning to identify energy reduction opportunities. Assists in the evaluations of new energy efficiency technologies.
Works closely with in house trades, specifically HVAC Foreman, Controls Specialist, General Maintenance Foreman, Fire/Life Safety Foreman, and Electrical Foreman.
Assists with the maintenance and operation of 36 buildings / 2M square feet, including a wet laboratory
Acts as Facilities department representative for projects being managed by HBS Capital Programs department. Attends project meetings and reviews/conducts walkthroughs of the project's progress as needed. Reviews all architectural and engineering drawings to ensure systems, equipment and layout meet campus standards. Reviews MEP/ LS/FP submittals and participates in design assist process.
Responds to campus emergency situations on a 24/7 basis as needed – power outage, floods, etc. Assists with day-to-day issues that may arise and coordinate repairs.
Performs Other Duties And Responsibilities As Assigned.
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 daily.
Assists with operation of various applications ( BMS, metering, fire alarm systems, UPS monitoring software, etc.) through project management, vendor relations, testing, upgrades, reporting and feedback to defined HBS Operations and IT representatives.
Follows up with customers and stakeholders as needed to resolve any issues.
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 regarding ongoing work
Working Conditions/ Physical Demands/Personal Contacts
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. Work whatever hours are necessary to maintain facility in a safe manner and to support project demands. This may include weekends and nights as needed.
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.
Interpersonal skills necessary to deal effectively and courteously with faculty, staff, supervisory staff, employees, representatives of contractors, vendors, etc.
Required Skills And Experience
Bachelor of Science degree in Engineering, Facility Management, Construction Management, Project management or related discipline, or equivalent experience.
3-5 years of applicable experience in facilities, construction, or related project management. Experience with operations management of multiple facilities, structures, and buildings.
Strong leadership is required to develop and maintain relationships and partnerships with customers, stakeholders, peers, and business partners.
Strong customer focus. Proven facilities experience providing high quality customer service; and experience with Industry Best Practice Standards. Leadership experience building and sustaining high performance technical operations, including O&M, construction, and renovation projects is highly desirable. Experience planning and executing capital projects and integrating project schedules is also highly desirable.
Strong computer skills (Microsoft O365) required. Ability to work with Project Management Software (i.e., PMWeb or similar budgeting software).
Strong knowledge of building systems required.
Experience with Building Management Systems (BMS) desired, preferably Siemens and Schneider StruxureWare
Experience working in a university setting desired.
Strong interpersonal skills required. Ability to work well and build relationships with other Harvard department employees and vendors.
Must be creative at problem solving and possess analytical skills. Strong organizational skills are required. The ability to communicate well in verbal and written form is essential. Self-motivated who can take initiative to resolve problem. Attention to detail is a must.
Ability to work effectively with user groups, internal staff, and outside consultants. Work under tight deadlines on multiple projects simultaneously. Must be flexible, adaptable, and work well as part of a team.
