Facilities Manager, Operations

University of Chicago • Chicago, IL

1d

About The Position

Reporting to the Director, Residential Properties, the Facilities Manager is responsible for creating and proactively maintaining partnerships with clients, internal and third party service providers and other University partners in an assigned campus area. The Facilities Manager may directly supervise staff in campus facilities, but primarily accomplishes results by identifying clients’ needs and gaps in service to assist colleagues and vendors in providing appropriate services and prioritizing efforts. The Facilities Manager has expert knowledge in clients’ business and develops strategies to increase the value that the Facilities Services (FS) organization provides and to minimize the adverse impact FS has on their activities and those of the entire University community. The Facilities Manager is an accomplished communicator and easily transitions and adapts style to his/her environment. Proactive identification of substandard conditions and services and assisting in developing corrective actions are essential to success. Work is accomplished through regular client interaction and continual observation of the assigned portfolio of facilities and spaces. Collaborates routinely with engineering shop supervisors, trades shop supervisors, project managers, central utility plants staff, sustainability coordinators, services manager and vendors. Also collaborates with University partners such as Events Services, Environment Health and Safety, Transportation and Parking, etc. as needed. Facilities Managers may have residence hall or dining facilities within their assigned portfolio or campus region. Facilities management teams, maintenance and housekeeping staff, in strong collaboration with Campus and Student Life (CSL) staff and various support personnel within FS, are responsible for property management for a 3,000-bed residence hall portfolio located in twelve buildings. The work of the unit is seasonal, with time in the spring, summer and early fall to plan and execute student room turnover, short-term conference and guest room activity and common space improvements. Other seasons have opportunities for planning, inspections, budgeting, preventive repairs, new initiatives, and proactive service delivery.

Requirements

• Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience.
• Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Nice To Haves

• Five years of experience in a facilities or property management organization.
• Valid Driver’s License with ability to pass University of Chicago’s motor vehicle check.
• Demonstrated computer literacy in Windows environments including MS Word, Excel and Outlook.
• Experience with computerized maintenance management systems.
• Performance and execution.
• Communications.
• Partnership and collaboration.
• High performing team.
• Demonstrated history of successful relationship management and proactive communication – verbal and written.
• Demonstrated understanding of facilities operations and project management.
• Demonstrated ability to supervise, train and evaluate the work of others required in residence hall and dining oversight.
• Demonstrated ability to use independent judgment, set priorities and analyze complex factors to innovatively solve problems, think strategically, plan, negotiate and persuade.
• Proven success driving culture change with measurable improvements.
• Ability to act with tact and diplomacy and maintain confidential information.
• Responds promptly by phone or in person as appropriate to emergency situations such as fire alarms and included in weekly on-call rotation, and therefore must be available 24/7.

Responsibilities

• Communicate regularly with clients and service providers to appreciate needs and activities resulting in a comprehensive understanding in order to provide proactive communication and prevent negative impacts.
• Utilize systematic approach to maintain client concerns to ensure timely resolution through judicious escalation when appropriate.
• Create and manage service agreements to ensure clarity in what and how services are provided and what is considered a basic service versus an additional cost.
• Tour prospective tenants through spaces, provide input on leases, manage relationship with tenants, review budgets and prioritize space improvement opportunities (lease administration).
• Develop quantifiable measures of performance and client satisfaction; monitor, communicate and participate in the development of strategies to improve where necessary.
• Provide clients with necessary reports addressing charges (re-charges) and basic service activity as required.
• Evaluate and appropriately advocate for client needs and requests.
• Coordinate small projects requiring single or multiple trades/contractors.
• Conduct regular inspections in assigned facilities and spaces to identify outstanding maintenance needs prior to client escalation and effect resolution.
• Identify operating alterations and renovations projects based on observations and client request.
• Conduct regular inspections in assigned facilities and spaces to compare conditions with standards for activities, such as cleaning.
• Coordinate project work for vendors, such as window washing and cleaning.
• Act a point of contact for Capital Project Delivery project managers and manage client services by assisting in the identification of stakeholders and client impacts.
• Provide routine feedback to project managers regarding adverse impacts caused by project activities.
• Assist project managers, shop supervisors and other staff in the facilitation of service interruptions.
• Report deficient City of Chicago conditions (street light repair, clogged street drains, collapsed sewers, etc.) to City’s 311 service, monitor and track.
• Represent Operations as point of contact for other FS functions, such as Office of Sustainability and accessibility.
• Work with Operations’ supervisors and managers to adequately cover project kickoff, owner and contractor (OAC) and client meetings.
• May manage one or more residence halls and/or dining facilities (above outlined Relationship Management, Stewardship, and Campus Community Support responsibilities also applies here).
• Assist in preparing, monitoring, and adhering to budgeted income and expenses with the assistance of the Finance Unit.
• Plan, procure and manage property services, renovations, remodeling, and rehabilitation projects for common spaces, room turnover and short-term room use activities.
• Provide work order oversight and coordination for tasks assigned to other units and assist with prioritizing and escalating for completion as needed.
• Upon request, attends CSL house meetings which may include evening hours.
• Assists in the hiring, supervising, evaluating, mentoring, and providing technical support to maintenance staff on client service and project coordination matters.
• Supervises outsourced vendors such as housekeeping.
• Develops facilities maintenance policies and procedures.
• Plans renovation and other facilities-related projects, including ensuring projects are completed on time and within budget.
• Receives requests for facilities services and supervises delivery of appropriate services.
• Supervises inspections of buildings, equipment and/or surrounding grounds for deficiencies and potential safety, health, or code problems.
• Reviews and authorizes written reports summarizing findings and recommends solutions.
• Performs other related work as needed.

Benefits

• The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

What This Job Offers

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