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.

• Manages building/surplus property staff: Staff includes electricians, Institutional Maintenance Foremen, Building Maintenance Supervisors, Administrative staff, and contracted vendors providing direct service to the facility. Ensures compliance with union agreements; employee reviews (EPRS). Coordinates and escalates issues and concerns to the Sr. Operations Manager and contacts HR, proposes resolution and assists in the preparation of union correspondence; identifies training and professional development needs for each employee in the facility; evaluates the work quality of staff, contractors, vendors and other subordinates and implements corrective actions when needed; coordinates the assignment of staff within the assigned facility(ies), utilizing regional resources as needed and approved by the Sr. Operations Manager.
• Oversees contract management: Ensures all building contracts are in place. Works with other DCAMM business units to ensure contracts are current and that funds are available to make timely payments; contracts are evaluated yearly to ensure service levels are in compliance standards and State Finance Law including prompt payment discount, procurement law and COMBUYS purchase agreements.
• Works in coordination with OFMD Engineering: Works closely with the assigned Facility Engineer who tracks through CAMIS and other Building reporting systems the assessment of the reported current condition of electrical, heating, ventilation, and air conditioning, plumbing and other essential facilities systems and equipment; reviews and ensures accurate maintenance of records on the condition of the equipment inventory and other systems in the building; reviews and updates schedules of regular evaluation of the facility.
• Works in coordination with other DCAMM business units. OPODC - assist with defining capital projects; provide support on studies and project designs; review cost estimates for projects; Interface with the Energy Team to implement energy conservation measures and oversees energy conservation measures and installations. Space Planning - supports space allocation planning and improvements for tenant agencies; Real Estate - with coordination of new tenant agency occupancy. Legal- contracts, leasing policy and terms and conditions; Finance -assists with budget preparation and monitoring to ensure adequate funding levels for the operation of the facility. Environmental Group- identify potential environmental issues and assist in keeping the building compliant with all standards and regulations.

• Oversees supply management. Oversees the use of supplies and the proper operation and management of the facility; ensures service contracts are in place with a state vendor and/or OSD service contract; ensures proper funding is set aside in the appropriate budget line to address scheduled maintenance. Ensures that all maintenance equipment is working properly; creates monitoring systems or programs to detect problems as early as possible; initiates intervention to solve problems in the facilities; evaluates and enhances current systems for cleaning, repair, and maintenance of the facilities.
• Data management: CAMIS, PMAS, COMBUYS and other related software. Ensures operational team is trained and able to use the databases available to help them report and do their work.
• Coordinates with Security/ Life Safety Unit: Works in coordination with Security/Life Safety OFMD unit to ensure the safety of the facility from fire, flood, or other hazards; ensure all incidents are recorded and escalates to the Deputy Director of Security and assigned LS personnel, Sr. Operations Manager and Control Center. Ensures Life Security Coordinator conducts at least 3 continuous refresher classes annually for staff on safety issues; schedules fire drills at least once a year. Works with Life Safety team to ensure all building and Life/Safety Codes are in place.
• Participates in the development of policies and procedures that affect the use of supplies and facility; assists in the development of facility budgets; recommends and implements policy enhancements; recommends and implements DCAMM standard enhancements.
• Meets regularly with the building occupants regarding their needs associated with occupancy in the building.
• In addition, the Regional Planner V oversees the education and training of the workers of the establishment on the proper use and care of its equipment and other facilities; coordinates with upper management; develops and implements procedures consistent with office and agency policies; recommends policy and program priorities; and performs all other duties as required by the position.

• Ensures the proper care and maintenance of assigned surplus properties/facilities.
• Manages assigned facility/surplus property specific staff.
• Reviews and prioritizes requests for work.
• Determines activities required for completion of work orders.
• Determines dates and duration of completion of work orders.
• Responds and assists with after hours and weekend emergency calls involving facility needs if contacted by the Control Center.
• Recommends continuous quality improvement/decarbonization practices.
• Estimates the labor resources needed for completion of work orders.
• Ensures the accurate maintenance of all records and databases including CAMIS.
• Supervises and maintains landscaping and grounds using in-house staff and contractor services.
• Ensures safety of facility/surplus properties during snow and ice removal.
• Supervises day-to-day building operations and maintenance.
• Prioritizes tasks to ensure coverage of personnel on a 24/7, 365-day basis.
• Communicates regularly with Facility Liaisons
• Participates in Operations Unit, OFMD and DCAMM activities.
• Participates and maintains budget process for assigned facilities.
• Reviews and processes all invoices for payment approval.
• Other duties as assigned.