ASSISTANT MANAGER DPM - FACILITIES

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continue to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship helps employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence, and a “drive” for accuracy to join our Property Management team. This position requires a solid financial background and the use of managerial skills daily. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports The District and the surrounding community. The District is looking for an individual with a desire to utilize their cutting-edge skills. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits, including Dental and Vision Insurance
• 401(a) Retirement Plan, with contributions funded by the District
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for both Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

JOB SUMMARY

This position is responsible for reporting to and assisting the DPM Manager (Facilities) of Property Management in the operational oversight of the Division. Directly supervises a work group of regional supervisors (as assigned by the Division Manager) responsible for the maintenance, planning, and repairs of District assets including but not limited to:

Recreation Facilities: (Regional, Village and Neighborhood) items such as roofing, HVAC including chillers with remote controls, plumbing, electrical, pools, sports courts, flooring, paint, furniture, windows, fixtures (lighting and plumbing), restrooms, kitchens, stages, audio systems, sidewalks, curbs, patios, parking lots, dumpster enclosures, fencing, janitorial, pressure washing, pest control, fire alarms and suppression.

Postal Facilities: Items such as roofing, HVAC, plumbing, electrical, paint, furniture, doors and hardware, fixtures (lighting and plumbing), restrooms, sidewalks, curbs, parking lots, fencing, janitorial, pressure washing and pest control.

Other Facilities: Assets such as parks, dog parks, archery ranges, sports courts (hard and lawn surface), softball complexes, fitness trails and equipment, recreational vehicle storage areas, woodshop(s), and any other assigned District facilities.

Responsibilities include analyzing and resolving District maintenance issues, establishing effective communication of work priorities with staff, contractors, and community members to ensure implementation of procedures that will prevent and/or correct such problems within designated timeframe, to standards required and within budget.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

Staff Management

• Meet with assigned staff on a regular basis to discuss project schedules, issues, coordination, and important organizational information.
• Effectively manages the workgroup (as assigned by the Division Manager) including, but not limited to, timesheet & PTO approval, performance management & evaluations, personal development plans, hiring, invoice and work order approvals.
• Responsible for assisting the Division Manager in identifying existing and future resource needs of assigned staff.
• Responsible for assisting the Division Manager in finding or developing opportunities for necessary training for assigned staff.
• Exhibits 24 hour/7-day availability to assist on-call staff when necessary. Assist Division Manager in management of the Department on-call program.
• Assess and utilize leadership styles to create team dynamics within the work group.
• Participation in Department planning for recruitment and retention strategies.
• May be assigned to temporarily fill-in for the Division Manager when requested by the DPM Director.

Asset Management

• Participate in the development and implementation of workflows from Department/Division standard operating procedures for use in District assigned asset management system.
• Assist the Division Manager in establishing baseline condition assessment for facilities, maintenance and replacement schedules within the District provided asset management resources.
• Tracking and updating maintenance and replacement schedules for assigned assets under District provided asset management resources.
• Ensure all assigned staff are trained to be efficient in the asset management system. Also responsible for ensuring staff is fully utilizing the District provided asset management resources and responding to requests for service within a timely manner.
• Ability to effectively research and develop creative or innovative solutions for unique District asset maintenance or replacement challenges.
• Provide regular field verification inspections for the purpose of Quality Assurance (QA) to verify assets are being maintained to proper service levels. Document findings in District provided asset management resources. Provide feedback to Division Manager for possible follow-up actions.

Project Management

• Manage the delivery of projects from conception through completion to ensure project goals are met within the scheduled timeframe, established budgets, and quality standards established within the project by the District. This will be accomplished by regular communication with assigned DPM supervisors, contractors and associated departments.
• Establishes and/or adjusts work procedures and schedules as needed to comply with the established project completion date while ensuring all affected departments are notified of any schedule impacts in a timely manner and that all required coordination is performed.
• Must be able to (under the direction of the Division Manager) effectively manage project change orders within contracts, including but not limited to evaluation of contract requirements, schedule analysis, cost estimates, budget constraints, and correspondence or negotiation with contractor for change order resolution.
• Analyzes and resolves project and maintenance issues through timely communication with DPM Supervisors to ensure appropriate contractors are directed and documented accordingly.
• Conducts or instructs staff to complete inspections as needed to ensure compliance with contract documents and/or District Standards for assigned areas of responsibilities.
• Provide technical and managerial consultation within areas of expertise to all District staff as requested. This includes direct in-field work (labor) and interaction as needed.
• Perform field visits to assigned District assets and communicates with DPM supervisors to ensure that contractors are meeting all contractual obligations related to maintaining required levels of performance to proactively address potential or actual issues.
• Identifies opportunities for improvement within the community, perform cost benefit analysis, make recommendations and review findings with upper management to develop action plans to successfully meet project objectives.

Compliance

• Interprets and ensures compliance of the District policies and safety procedures by both DPM staff and all subcontracted vendors.
• Interprets and maintains compliance with applicable regulatory requirements within the assigned areas of responsibility.

Emergency Management

• Must be able to promptly respond and develop solutions for an effective immediate and corrective response plan for emergency events.
• Coordinates inventory, mobilization, dispatch and tracking, prior to, during and after an emergency incident for District assets.
• Coordinate with stakeholders and assigned staff for advanced planning and actions prior to forecast emergency related events to minimize impacts to District assets.
• Implement and understand the command structure and management system for emergency management as related to required FEMA training courses.
• Utilize existing District purchasing policies for emergencies and ensure proper documentation and record keeping.
• Acts in the assigned role to support the District in disaster preparation and/or disaster recovery efforts as described in the VCCDD Emergency Preparations Operation Plan (EPOP). As a member of District Property Management Department, may be responsible for the coordination of the clearing of roadways and cleaning of drainage structures to prevent local or area-wide flooding.

Communication

• Responds to and handles resident problems and concerns in a manner that conforms to our core value of hospitality.
• Keeps Division Manager apprised of status of all projects and issues on a regular basis.
• Discuss opportunities to increase efficiencies by reviewing existing District policies and procedures to ensure best use of District resources demonstrating the Districts core value of stewardship.
• Develop and maintain effective working relationships with all internal and external stakeholders.

Budget/Purchasing

• Prepares items as needed or requested to assist in preparation of annual budget for maintenance and capital improvements reflecting necessary and requested expenditures with required documentation and support, within indicated timeframe. This includes forecasting demands for future maintenance and capital needs.
• Oversees development and maintenance of ongoing project and cost estimate list by DPM supervisors for their assigned properties, ensuring same are submitted through the Districts’ budgetary process to ensure approval within necessary timeframes.
• Prepare and maintain required reports necessary to accurately reflect actual expended costs to current budgets.
• Works with Division Manager to comprise a 10- year Capital Improvement Plan, assemble and maintain their District area budget.
• Evaluate impact of increased service demands or requirements for capital project construction on operating budget for assigned assets. Must be able to evaluate the relationship between service level and budget.
• Works within District policies and procedures related to RFP and/or BID process to establish contract requirements, project scopes, project duration and contract terms in a manner the final work document can be delivered to purchasing for advertisement. Works to develop a list of pre-approved venders, RFP scoring criteria, and participates in contractor selection committees.
• Utilize tracking and reporting system to evaluate contract/service performance.
• Verifies all assigned project-related invoices within the required timeframe to ensure accurate and efficient payment of same.

Supervision

• DPM Facilities Supervisor(s).

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
• Models behavior to The District Core Values at all times.
• Provides world class customer service.

MINIMUM EDUCATION AND EXPERIENCE

• Associate’s Degree or equivalent from two-Year College or technical school; 5 or more years related experience and/or training; or equivalent combination of education and experience. Possession of an advanced college degree in a position-related area of study preferred.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• FDOT Intermediate MOT within six (6) months of hire.
• Required FEMA (ICS) certifications must be completed within six months of hire.
• All candidates and employees must successfully pass background screening.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES

Knowledge

• Knowledge of janitorial, pools, recreation facilities and buildings, electrical, plumbing, heating and air conditioning, cement block and wood structures, concrete, asphalt, signs, pavement makings, and storm water piping.
• Intermediate or better contract development skills relative to the Florida government procurement process. Special consideration will be given to candidates possessing more than the minimum requirement.

Skills

• Intermediate or better budget development and budget management skills.
• Ability to successfully interact with a diverse population to include courtesy, tact and diplomacy as needed to provide/gather information, assign and follow up on work duties, and establish effective relationships.
• Intermediate or better proficiency in personal computer skills, preferably Microsoft Office package involving Word, Excel, Access, Outlook and PowerPoint.

Abilities

• Ability to read and interpret blueprints, apply codes, policies, regulations, contract administration, bidding and budget management.
• Ability to successfully read and comprehend materials such as memos, correspondence, contracts, agreements and written orders as needed to ensure work activities are accomplished according to District policy and procedures.
• Ability to successfully communicate thoughts and ideas in a logical, cohesive and comprehensible manner.
• Excellent written and verbal communication skills and professional appearance.

EQUIPMENT

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work Environment

The work environment characteristics 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.

While performing the duties of this job the employee will be exposed to the following:

• Interior office environment, with moderate change in temperature.
• The employee is occasionally exposed to diverse outside weather conditions including wet and/or humid conditions with moderate to loud noise typical for the work environment.
• The noise level in the work environment is usually moderate.

Physical Requirements

The physical requirements described 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 following applies:

• Regularly required to stand, walk, push/pull; use hands/fingers; reach forward and overhead; kneel, stoop, twist, squat, sit, climb, balance, crouch or crawl; lift and carry up to 55 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.