Assistant Facility Manager

Commonwealth of Massachusetts • Boston, MA

4d • Onsite

About The Position

The Assistant Facility Manager (Regional Planner III) supports the Facility Manager in the daily operational, supervisory, and administrative management of the McCormack State Office Building, a large, multi‑agency, unionized state facility. The position assists in overseeing the performance of major building systems—including HVAC, electrical, plumbing, elevators, and life safety equipment—to ensure safe, efficient, and code‑compliant operation. The Assistant Facility Manager reviews and prioritizes work orders, assigns tasks through the CAMIS work order system, monitors progress, and ensures timely completion of maintenance activities. The role serves as a point of contact for tenant agencies, providing clear communication regarding service requests, operational impacts, and building conditions.

Requirements

• Applicants must have at least (A) 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, and (B) of which at least two years must have been in a professional capacity or (C) any equivalent combination of the required experience and the substitutions below.
• Possession of a current and valid Massachusetts Class II Motor Vehicle Operator’s License.
• This position has been deemed as an emergency personnel position. During a declared State of emergency and in non-Emergency situations/adverse weather, it will be necessary to report to work.

Nice To Haves

• 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.

Responsibilities

• 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.

Benefits

• When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package.
• Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees