Facilities and Operations Manager

Harvard University • Boston, MA

131d • Hybrid

About The Position

The Facilities Operations Manager (FOM) is responsible for safely managing the operational demands for their assigned facilities or properties in the Longwood Medical Area. The candidate must be able to organize and prioritize multiple competing and conflicting tasks and projects with limited resources, effectively manage stressful situations, and consistently make effective, high-quality decisions. They must also understand and develop open, proactive, effective, and consistent communication with occupants and department coordinators. The candidate will have overall responsibility and oversight of maintenance and operations and contract management services for the areas of responsibility.
The candidate must be capable of actively monitoring building system performance, energy usage, appearance, and aesthetics, which require considerable walking and climbing. Knowledge of building systems, HVAC, electrical, mechanical, and services is necessary to perform cause analysis and implement corrective actions. Audits of maintenance tasks for workmanship and completeness are also required to identify systems/components in need of repair or replacement. The candidate must also actively monitor operational services and work within their facilities, reinforcing facility standards for all those performing services. The Facilities Operations Manager will frequently communicate with occupants and department coordinators to manage repairs/replacements of building systems/components, renovations, and planned and unplanned system shutdowns. The FOM will ensure the coordination and completeness of renovations by the Planning, Design, and Construction group.
The candidate will participate and contribute to the Facilities Group's long-range and strategic planning and assist in developing and tracking the detailed, zero-based annual operating budget. The candidate will develop and implement innovative processes and programs that reduce operating costs, improve efficiencies, and increase productivity. The Candidate will also monitor and manage contracted services as required – including initiating purchase orders for goods and services within the area of responsibility, actively monitoring performance criteria per scope of work and contractual agreements, performing periodic bidding, and creating change orders. This may sometimes require assisting with implementing and managing new and existing maintenance service contracts, i.e., elevators, facilities maintenance, sterilization, pest management, wastewater management, etc.
The candidate must be able to pay attention to detail when reviewing bids and invoices and actively monitor trend data and contractor performance indicators while proactively overseeing all building infrastructure services in accordance with HMS standard processes, procedures, goals, and values. Continuous learning, industry experience, and exposure are a necessity. This will occur through participation in benchmarking, industry education seminars, and conferences, which may require occasional travel.
As an Emergency Response Organization (ERO) member, this position is expected to be reachable 24 hours/7 Days per week to lead or direct in person or remotely with campus and facilities-related emergency or emergent activities as necessary. This position will be part of a rotating on-call schedule in which the individual will rotate with others to be on call for twenty-four hours a day and seven days on assigned weeks in the year.

Requirements

• A bachelor's degree required.
• 8 years of progressively responsible experience as a facilities management professional.
• Experience with building systems function and diagnosis-cause analysis.
• Experience with contract administration.
• Project familiarity in a research-based or related environment.
• Experience with managing multiple vendors and small capital/expense projects.
• Ability to function effectively in a fast-paced, demanding work environment.
• Computer proficiency with MS Office, Computerized Maintenance Management Systems (CMMS), Building Automation Systems (BAS).
• Excellent interpersonal, communication and organizational skills.
• Demonstrated skills in customer service to support, respond to, and coordinate with students, faculty, staff, and visitors.
• Ability to troubleshoot, use, and make informed decisions about facilities-related matters.

Nice To Haves

• Certified Facility Manager (CFM/Pro-FM) or other professional licenses or certifications is a plus.
• LEED Certified for Existing Buildings is a plus.

Responsibilities

• Safely manage the operational demands for assigned facilities or properties.
• Organize and prioritize multiple competing and conflicting tasks and projects with limited resources.
• Effectively manage stressful situations and consistently make effective, high-quality decisions.
• Develop open, proactive, effective, and consistent communication with occupants and department coordinators.
• Have overall responsibility and oversight of maintenance and operations and contract management services.
• Actively monitor building system performance, energy usage, appearance, and aesthetics.
• Perform cause analysis and implement corrective actions for building systems, HVAC, electrical, mechanical, and services.
• Conduct audits of maintenance tasks for workmanship and completeness.
• Identify systems/components in need of repair or replacement.
• Actively monitor operational services and reinforce facility standards.
• Communicate with occupants and department coordinators to manage repairs/replacements, renovations, and system shutdowns.
• Ensure the coordination and completeness of renovations by the Planning, Design, and Construction group.
• Participate and contribute to the Facilities Group's long-range and strategic planning.
• Assist in developing and tracking the detailed, zero-based annual operating budget.
• Develop and implement innovative processes and programs that reduce operating costs, improve efficiencies, and increase productivity.
• Monitor and manage contracted services, including initiating purchase orders, monitoring performance criteria, performing periodic bidding, and creating change orders.
• Assist with implementing and managing new and existing maintenance service contracts.
• Pay attention to detail when reviewing bids and invoices.
• Actively monitor trend data and contractor performance indicators.
• Proactively oversee all building infrastructure services.
• Participate in benchmarking, industry education seminars, and conferences.
• Be reachable 24 hours/7 Days per week as an Emergency Response Organization (ERO) member.
• Participate in a rotating on-call schedule.

Benefits

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level