Assistant Facility Manager - MITC

Commonwealth of Massachusetts • Chelsea, MA

2d • Onsite

About The Position

The Division of Capital Asset Management and Maintenance (DCAMM) oversees over $2 billion in capital programs and projects, responsible for capital planning, project delivery, property management, and real estate services for the Commonwealth. DCAMM acts as stewards of the Commonwealth’s assets, managing 5.5 million square feet of state buildings. The agency is committed to caring for the people of the state and the future of the planet by working with state agencies to create and manage forward-thinking, sustainable buildings, supporting agency strategic needs with fiscally responsible building and real estate solutions, supporting economic growth, and expanding access, opportunity, and equity.

The Assistant Facility Manager (Regional Planner III) is part of the Office of Facilities Management and Decarbonization, reporting to the Facility Manager at the Massachusetts Information Technology Center. This role's primary function is to assist the Facility Manager in the day-to-day operations and stewardship of the assigned facility. The Assistant Facility Manager serves as the primary backup in the Facility Manager's absence.

Requirements

• At least four years of full-time, or equivalent part-time technical or professional experience in urban or regional planning, environmental planning, transportation planning or land use planning.
• Of the above experience, at least two years must have been in a professional capacity.
• Any equivalent combination of the required experience and the substitutions below.
• Possession of a current and valid Massachusetts Class D Motor Vehicle Operator's License.

Nice To Haves

• Ability to read and interpret documents such as specifications, blueprints, contracts, requests for proposals, and equipment operation and maintenance plans.
• Ability to supervise, including planning and assigning work according to the nature of the job.
• Ability to gather information by questioning individuals and examining records and documents.
• Ability to use Microsoft Office software: Word, Excel, PowerPoint, and other databases.
• Ability to accomplish work objectives where few precedents or guidelines are available.
• Ability to organize work by establishing operating and/or reporting relationships and assigning work accordingly.
• Knowledge of the principles, practices, and techniques of supervision.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to prepare and interpret general reports.
• Ability to deal tactfully with others and establish rapport with people from different ethnic, cultural, and/or economic backgrounds.
• Knowledge of the principles and practices of facility management and maintenance.

Responsibilities

• Work with the Facility Manager and the Office of Finance & Administration to develop and manage operating and capital budgets for the building.
• Prepare requests for funding and procurement, monitor these requests to ensure purchase orders are prepared by finance, encumbrances are entered, review all invoices for approval by the Facility Manager, and track spending against purchase orders.
• Prepare cost allocations and billings related to the master lease for retail spaces.
• Manage building staff, including electricians, HVAC technicians, office support staff, and janitorial vendors, and co-manage all other vendors providing direct service to the facility.
• Identify training and professional development needs for each employee in the facility; evaluate the work quality of staff, contractors, vendors, and other subordinates and implement corrective actions when needed.
• Work with other DCAMM business units to ensure contracts are current and funds are available for timely payments.
• Evaluate contracts yearly to ensure service levels align with OFMD standards and State Finance Law, including prompt payment discounts, procurement law, and COMMBUYS purchase agreements.
• Coordinate with OFMD Engineering (Technical Support), Environmental (Environmental Compliance), Facility Resources (Deferred Maintenance), and IPDM (Office planning and Design) to ensure all facility needs are met.
• Respond to and assist with after-hours and weekend emergency calls involving facility needs if contacted by the Control Center.
• Coordinate with other DCAMM business units for projects managed by ODC and Job Order Contracting.
• Interface with the Energy team to implement energy conservation measures and oversee energy conservation installations.
• Manage space allocation for tenant agencies, leases, contracts, and assist with budget preparation and monitoring to ensure adequate funding levels for facility operations.
• Oversee the use of supplies and the proper operation and management of the facility; ensure service contracts are in place and procured competitively with an approved state vendor and/or OSD service contract; ensure proper funding is set aside in the appropriate budget line for scheduled maintenance.
• Ensure all maintenance equipment is working properly; create monitoring systems or programs to detect problems early; initiate interventions to solve facility problems; evaluate and enhance current systems for cleaning, repair, and maintenance.
• Ensure the accuracy of all data included in CAMIS, PMAS, COMMBUYS, and other related software.
• Ensure the operational team is trained and capable of using available databases to report and perform their work.
• Meet periodically with building occupants regarding their needs associated with occupancy.
• Participate in the DCAMM Safety Committee and oversee workplace safety and compliance.
• Oversee the education and training of workers on the proper use and care of equipment and facilities.
• Develop and implement procedures consistent with office and agency policies; recommend policy and program priorities.
• Recommend continuous quality improvement practices.
• Supervise and maintain landscaping and grounds at the facility using in-house staff and contractor services.
• Ensure facility safety during snow and ice removal.
• Supervise day-to-day building operations and maintenance.
• Prioritize tasks to ensure personnel coverage on a 24/7, 365-day basis.
• Report to work during certain Governor-declared emergencies when only Emergency Personnel are directed to report.
• Perform all other duties as required by the position.

Benefits

• Comprehensive Benefits
• Outstanding suite of employee benefits that add to the overall value of your compensation package.
• Work experience that supports you, your loved ones, and your future.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed