Assistant Facility Manager

Job Description

Agency Overview

The Division of Capital Asset Management and Maintenance (DCAMM), which oversees over $2 billion in capital programs and projects, is responsible for capital planning, project delivery, property management, and real estate services for the Commonwealth. We are stewards of the Commonwealth's assets, which include 61 million square feet of state buildings. As an agency, we care for the people of our state and the future of our planet.

• We work with state agencies to create and manage forward-thinking, sustainable buildings to meet the needs of the Commonwealth's citizens and help achieve a zero-carbon future.
• We are partners with fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions.
• We support the growth of the Commonwealth's economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.
• We work to expand access, opportunity, and equity to create more inclusive services, planning and outcomes for all the citizens of the Commonwealth.

• Monitors HVAC, electrical, plumbing, elevator, and life safety systems for safe and efficient operation.
• Conducts routine building inspections to identify maintenance needs and safety concerns.
• Reviews, prioritizes, and assigns work orders through CAMIS; ensures timely completion.
• Enters and maintains all scheduled preventive maintenance (PM) activities in CAMIS.
• Maintains documentation of annual electrical maintenance and other required system records

• Conducts daily morning meetings with maintenance staff to review priorities and assign work.
• Completes quarterly Employee Performance Reports for assigned personnel.
• Approves timesheets, monitors time-off requests, and ensures adequate staffing levels.
• Ensures all staff complete mandatory annual trainings; coordinates additional training with HR.
• Assists with performance management and disciplinary actions when appropriate.

• Maintains quarterly inspection binders reviewed by State Building Inspector and Boston Fire Department.
• Ensures accurate documentation for fire alarm, stairwell pressurization, daycare, cafeteria, and sprinkler inspections.
• Supports life safety testing, emergency preparedness, and incident reporting.

• Oversees custodial, security, waste removal, pest control, and specialized trade contractors.
• Meets weekly with janitorial contractor to review building conditions and service performance.
• Coordinates semiannual garage cleanings with Facility Manager.
• Verifies vendor performance, document deficiencies, and supports procurement and invoice review.

• Coordinates ice and snow removal operations with the Metro Regional team.
• Ensures snow equipment is serviced, and ice melt inventory is stocked prior to winter.
• Manages truck binders, tracks weekly battery charging, and oversees vehicle maintenance.

• Participates in all project meetings for capital projects, deferred maintenance, and tenant improvements.
• Coordinates contractor access, tracks project schedules, and communicates operational impacts.
• Assists with project documentation, punch lists, and closeout requirements.

• Maintains preventative maintenance records, inspection reports, and operational logs.
• Assists with budget tracking, invoice reconciliation, and preparation of operational summaries.
• Provides responsive customer service to tenant agencies and supports building communications.
• Identifies opportunities to improve efficiency, safety, sustainability, and service delivery.

• Knowledge of building operations and maintenance principles, including HVAC, electrical, plumbing, and life safety systems.
• Understanding of preventative maintenance concepts and the purpose of maintenance scheduling and documentation.
• Knowledge of workplace safety practices, emergency procedures, and basic regulatory compliance requirements.
• Familiarity with working in an unionized environment and collective bargaining principles.
• Knowledge of customer service practices and effective communication.