Manager - DPM FACILITIES

Job Description

Job Description : \n\n 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 Insurance401(a) Retirement Plan, with contributions funded by the District 457(b) Retirement Plan, permitting employee pre-tax deferralsFlexible Spending programs for both Medical and Dependent CareEmployee Assistance ProgramPaid Time OffTuition ReimbursementPublic Service Loan Forgiveness EligibleTier 2 qualifying organization for The Villages Charter School JOB SUMMARY This position is responsible for assisting and reporting to the Director and Assistant Directors of Property Management in the operational oversight of the Department. Directly supervises a work group of regional supervisors 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. Position has direct interaction with District Risk Division for site investigation, planning, and resolution of identified risks and ADA compliance in assigned work areas. ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to) Staff ManagementMeet with staff on a regular basis to discuss project schedules, issues, coordination, and important organizational information.Effectively manage the workgroup including but not limited to : timesheet & PTO approval, performance management & evaluations, personal development plans, hiring, invoice and work order approvals; Responsible for identifying existing and future resource needs of assigned staff.Responsible for finding or developing opportunities for necessary training for assigned staff. Responsible for tracking renewals of certifications for assigned staff.Exhibits 24 hour / 7-day availability to assist on call staff when necessary. Assess and utilize leadership styles to create team dynamics within the work group. Ensures all staff in the workgroup have necessary safety equipment and training to perform their assigned duties.Participates in Department planning for recruitment and retention strategies. Asset ManagementParticipates in the development and implementation of workflows from Department / Division standard operating procedures for use in District assigned asset management system.Establish 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 is 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. Project ManagementManage 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 dates 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 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.Able to schedule, coordinate and lead project meetings such as pre-construction, progress meetings, meetings for issue resolution and other professional meetings as required.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, makes recommendations and review findings with upper management to develop action plans to successfully meet project objectives. ComplianceInterprets 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 ManagementMust 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. CommunicationResponds to and handles resident problems and concerns in a manner that conforms to our core value of hospitality.Effectively communicate with local media outlets regarding requested information and coordination for media coverage of assets as approved by the Department Director. Communicates regularly with members of management group(s) to discuss activities, goals, plans and resident input.Keeps Director and Assistant Directors 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 / PurchasingPrepares 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 list by DPM supervisors for their assigned properties, ensuring same are submitted through the Districts’ budgetary process to ensure approval within necessary timeframes.Prepares and maintains required reports necessary to accurately reflect actual expended costs to current budgets.Works with DPM Financial Coordinator 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 or contract term, pre-approved venders, and contractor selection.Utilize tracking and reporting system to evaluate contract / service performance.Verifies all project-related invoices within required timeframe to ensure accurate and efficient payment of same. AdditionalPerforms 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 EXPERIENCEAssociate’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. MINIMUM CERTIFICATES, LICENSES, REGISTRATIONSValid Florida Driver’s License required.Required FEMA (ICS) certifications must be completed within six months of hire. FDOT Intermediate MOT within six months of hire.All candidates and employees must successfully pass background and drug screening. MINIMUM KNOWLEDGE, SKILLS AND ABILITIES Knowledge Knowledge of janitorial, pools, facilities management, electrical, plumbing, heating and air conditioning, cement block and wood structures, concrete and asphalt.Knowledge and experience in reading blueprints & / or building site plans.Bidding and budget management. Skills Intermediate or better proficiency in personal computer skills, preferably Microsoft Office package involving Word, Excel, Access, Outlook and PowerPoint. Proven excellent written and verbal communication skills and professional appearance.Ability to write reports and respond to internal and external concerns or requests utilizing excellent customer service skills.Well-organized and successfully able to multi-task in a fast-paced environment to meet multiple deadlines. AbilitiesAbility 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.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.Ability to build & / or support a constructive team spirit where members are committed to the goals and objectives of the organization.Ability to work on weekends and after hours to meet timelines, attend meetings and other events as needed. 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 is 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 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 following