GENERAL JOB SUMMARY: The primary responsibility of the Property Management Facilities Operations Manager (PMFOM) is to manage the operations of facilities and properties. Areas of responsibility include, but are not limited to: 1) oversight of maintenance to physical structures, utility systems, landscape, and capital improvements; 2) develop benchmark work standards and ensure compliance by technicians and contractors; 3) review and track expenditures related to materials, inventory, and contractors; 4) remote and onsite supervision, coordination and direction of employees engaged in maintenance and repair; 5) emphasis on creating measurable results and meeting customer service expectations. The PMFOM will assist the Property Management Department Director (PMD) in all areas as assigned.
WORK HOURS: The work week is 40 – 45 hours, Monday through Friday from 8 am – 5 pm with a one-hour lunch break. Additional hours during weekdays, evenings and weekends are necessary as workload and projects require. Must be available for On-Call response when required or as scheduled.
Education & Training:
EDUCATION AND TRAINING:
•B.S. or B.A. in Business Administration or relevant field
•Ten (10) years or more experience in property and/or facilities oversight sufficient to manage duties in the position
•Five (5) years or more experience in the supervision of others
•Possess an understanding of business functions, cost analysis, operations, and human resources
•Competency in strategic planning, delegation, and organization
•Highly proficient with Microsoft Office suite and competent in software integration as technology changes
•Experience negotiating fix-priced and time and materials contracts
•Valid state driver’s license, personal vehicle, vehicle insurance, and a good driving record. Position requires travel and is authorized for mileage reimbursement when not assigned a company vehicle.
•Must meet requirements of Physical Skills Assessment
Essential Knowledge, Skills & Abilities:
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:
•Possesses effective reasoning and deductive ability
•Aptitude in decision-making and problem-solving, and be data oriented
•Possesses advanced organizational and detail-oriented skills
•Will be prepared to adjust, adapt, and respond quickly to changing or emergent conditions
•Follows and prioritizes directions, works well with minimal supervision and independently
Works as a team leader and a team member with all employees to foster a productive and cohesive work environment
•Maintains a positive attitude and interact with staff members and others professionally
•Be able to learn new products, features, and adapt to changing procedures
•Be organized, detail oriented, and adapt to expanding workloads
•Be able to organize time and tasks effectively and complete projects timely
•Possesses strong verbal and written communication skills
•Be able to read and write reports and communicate proficiently in English language
•Maintains appropriate dress, grooming and hygiene habits according to company policies
•Reports to work punctually and regularly as scheduled, and uses time effectively
•Be able to lead a multi-discipline team as a supervisor and in a technical capacity
•Must have working knowledge of maintenance methods and equipment across all disciplines
•Maintains a safe work environment, prevent accidents, operate equipment safely, in accordance with OSHA standards
•Must have knowledge involving management and maintenance of properties
•Must have knowledge of blueprints
•Must be able to read, understand, and apply all product Safety Data Sheets (SDS)
•Must be able to use circuit testers, saws and drills or other routine maintenance equipment
•Must be able to communicate with technical specialists and interpret technical drawings and specifications
Essential Job Functions & Duties:
1.Manages facility and property operations by directing activities consistent with established goals and objectives
2.Provides direction and structure to the maintenance operating unit involving all staff that make up the team
3.Implements programs that align with the business plan and directives set forth by the Property Management Department Director (PMD)
4.Implements improved processes and methods to optimize workflow for staff
5.Analysis of operations, cost, and forecast data to determine sufficient department decisions and response
6.Reviews control of planned goals, budgeted spending, labor and material efficiency, and customer service
7.Consults with key management personnel to learn of needs and recommend improvement solutions
8.Works alongside other Managers to develop short-term and long-term plans and programs to support operations
9.Attends or leads strategic planning meetings to collaborate on solutions and communicates progress
10.Manages performance against operating plans and standards
11.Procures resources through formal requests and provides reports to PMD to convey status and progress
12.Develops operations policies and protocols to support defined objectives based on facility needs
13.Measures progress and success rate through written reporting methods
14.Conveys status and progress of team efforts through the use of presentations and department website
1.Proactively identifies customer needs and ensures consistent provision of services accordingly
2.Develops work standards and creates the benchmark by which technicians carry out tasks
3.Establishes and implements preventative maintenance programs and ensures compliance with codes
4.Drafts written procedures to convey work standards in formats specific to maintenance operations
5.Regularly follows up on assigned work to ensure team tasks are completed
6.Facilitates, supervises, and monitors daily activities of staff using: Service Request System, Service Calendars, Property Inspection Forms, and Repair/Cost Tracking Documents
7.Prepares reports specific to services provided to facilities/tenants: Service Request summary, Fleet audits, etc.
8.Manages Intranet web pages specific to facility operations site to document rendered services, convey status, and populate with content needed to support operations
9.Participates and prepares in advance for meetings providing reports, summaries, and estimates
10.Develops training modules related to staff-related duties
1.Hires, trains, and disciplines staff and documents accordingly
2.Supervises PM Maintenance Supervisors (PMMS) efforts to ensure all assigned duties per job description
3.Supervises the PM Field Coordinator (PMFC) efforts to coordinate all assigned duties per job description
4.Supervises the Property Management Operations Clerk (PMOC) efforts to ensure all assigned duties per job description
5.Responsible for oversight of the PM team, including maintenance technicians
6.Sets goals and define performance expectations, administers progress reviews, and completes evaluations
7.Maintains effective communication with assigned staff; both verbal and written
8.Provides positive feedback/rewards through verbal praise, appreciation certificates, etc.
9.Develops corrective action plans, reviews and councils and maintains documentation as required
10.Resolves employee conflict and provides documented coaching and counseling
11.Develops an effective, positive and proactive team that works together to achieve assigned objectives
SPECIFIC FACILITY OVERSIGHT
1.Manages systems for monitoring, tracking, and analyzing:
b.Repair and maintenance logs
c.Purchase patterns of supplies and miscellaneous items
d.Compliance with OSHA standards
2.Ensures facilities and properties are inspected consistently
3.Assists PMD in preparing operating budgets in accordance with company objectives:
a.Works with staff to adhere to spending parameters
b.Determines cost-effective solutions to repairs
c.Assists with preparation of re-forecasts as required
d.Provides accurate reports detailing repairs and costs
e.Identifies repair needs, addresses safety issues and compliance and evaluates overall conditions
4.Manages the hiring of service contractors:
a.Establishes positive relationships and communications with vendors
b.Solicits bids and negotiates price
c.Schedules and supervises special projects
5.Manages turn-key operations; both completed in-house and by contractors
6.Oversees fleet operations
7.Manages Integrated Pest Management Plan
8.Overall responsibility for facility systems:
b.Facility Management Systems
d.Water Softener Systems
e.Responsible for oversight of required city and state inspections, renewals, and certifications
9.Oversees landscape management: mowing, edging, weeding, and new installation
10.Assists the PMD
Customer Service Skills:
CUSTOMER SERVICE SKILLS:
1.Practices proactive communication with internal/external customers, to include but limited to:
a.Response to critical calls
b.Follow-up with customers
c.Address complaints and related quality control measures
2.Creates and distributes information and relevant material to inform customers of service issues
3.Develops special arrangements required to accommodate customer needs
4.Interacts with co-workers in other departments to promote teamwork and good customer service
Working Conditions & Risks:
WORKING CONDITIONS AND RISKS: Work is inside and outside. Indoor work occurs in facilities under well-lit, heated, and cooled conditions. Outdoor work includes inspections, grounds maintenance review, site meetings. The PMFOM will need to tolerate temperature changes when going in and out of (or to and from) one facility to another. Job hazards are estimated to be minimal (low risk). There is exposure to water, detergents, cleaning products, insecticide, trash, dirt, and grime. Potential hazards include using routine custodial and yard chemicals, working around appliances, HVAC systems, medical and office equipment, power tools and electrical outlets. Position involves the risk of exposure to blood or other potentially infectious bodily fluids. The PMFOM is always expected to be safety conscious.
•Strength Requirements: Light to Medium work – lifting and opening boxes weighing 70 pounds; must be able to lift from floor to waist level occasionally.
•Required body position(s): Standing and moving about for long periods of time; work while sitting at desks and using computers for prolonged periods of time; walking on carpeted, tiled, concrete, asphalt and other various surfaces.
•Staff Agility: Position requires lifting of objects from one level to another, from floor to shoulder height.
•Must be able to work in confined areas (under sinks, above ceilings) and on roofs.
•Climbing and/or Balancing: Maintain balance over carpeted, tiled, concrete, asphalt and other various surfaces. Occasionally will need to use ladders of step and extension type that have 300lb limitation.
•Stooping, Bending, Kneeling, Crouching and/or Crawling: Stooping required to pull stored items and operate equipment, squats required to lift items from floor area.
•Reaching, Handling, Fingering, and/or Feeling: Reaches horizontally, up, down and to the side to obtain and use stored items or equipment. Repetitive motion consists of extended periods of upper body and upper limb movements (arms, hands and wrists).
•Talking (correctable): Must be able to speak plainly enough for listener to understand conversational tone of voice at a five (5) foot distance when communicating with others.
•Hearing (correctable): Must be able to hear conversational tone of voice at five (5) foot distance in a clinic setting or while any equipment is in operation.
•Seeing (correctable): Must be able to see people coming and going, must be able to read and understand printed material (in English); must be able to read instruments and gauges; must be able to see needed work.