Mechanical Shop Manager (Facilities and Campus Services)

UMass Amherst•Amherst, NY

6d•Onsite

About The Position

The Mechanical Shop Manager, reporting to the Assistant Director of Maintenance, is responsible for managing and coordinating the daily operations of the Controls, Heating, Air Conditioning, Ventilation, Mechanical, and Refrigeration Shops within Facilities and Campus Services. This role serves as the primary point of contact for university customers, ensuring efficient repair services, systems monitoring, preventative maintenance planning, procurement of parts, inventory control, and the management of technical trades staff. The manager also oversees third-party service contractors when internal capacity or expertise is insufficient. The position involves ensuring adequate staffing and organization of mechanical shops, collaborating with support teams, managing work backlogs, developing and updating procedures, and coordinating supplemental services and overtime. The manager is responsible for after-hours on-call staff, emergency response, and contributing to deferred maintenance plans and energy conservation programs. This role also involves reviewing capital project plans, leveraging KPIs for operational efficiency, developing strategic plans for HVACR and controls, and fostering a culture of accountability. Responsibilities include developing scopes of work, cost estimates, schedules, and risk assessments for renovation and maintenance projects, obtaining necessary permits, monitoring project costs, and ensuring compliance with safety policies, building codes, and environmental regulations. The manager supports training programs, maintains knowledge of regulated materials, establishes procurement programs, determines inventory levels, develops RFPs, and manages operating budgets. They will also audit work orders, ensure effective staff organization, provide coaching, participate in hiring and evaluation processes, and implement communication programs with stakeholders, monitoring customer satisfaction. The role requires interaction with the campus community in a professional manner and participation in continuous improvement initiatives. Operating University-owned vehicles to various work sites is also a duty.

Requirements

Bachelor’s degree in Mechanical Engineering, Facilities Management, Construction Management, or related field and five (5) years of related experience; or an Associate’s degree and seven (7) years of related experience, or nine (9) years of progressively responsible experience in management, mechanical systems maintenance, HVACR, or facilities operations.
At least one (1) year of experience must include serving as a manager or supervisor of a moderate-sized department or unit.
Leadership skills and experience that shows significant accomplishments in improving the operational efficiency of a large crew.
Experience planning and responding to emergency failures in buildings with technically sophisticated systems and infrastructure.
Must have thorough understanding of failure modes of Modern Mechanical systems including HVACR, Controls and components and the consequences of the failures.
Thorough understanding of Planning, Procurement, Scheduling and Field Execution processes.
Must be able to create a scope of work and be able to read and interpret complex engineering/architectural drawings and contract documents.
Extensive working knowledge of HVACR, and Controls equipment and computerized systems.
Experience troubleshooting building and mechanical systems problems and the ability to make recommendations to mitigate systemic issues.
Demonstrated ability to work without supervision to resolve problems of both a technical and administrative nature.
Experience managing personnel to include activities such as hiring and interviewing for multiple trades.
Must be proficient in the use of computers and have skills in MS Office applications such as word processing, spreadsheets, databases, electronic mail, internet applications and computerized maintenance management software programs.
Must have the ability to positively interact with a variety of individuals through direct and non-direct interactions and communications to build relationships with a broad spectrum of customers.
Must have the ability to communicate effectively in both oral and written communication with a diverse audience both internal and external to the University.
Must have the ability to prioritize the importance of assets and maintenance tasks and link to strategic goals.
Must possess a current driver's license.
Must be willing and able to work occasional evening and weekend hours and be on-call to report to work during emergency closures, inclement weather or significant events that affect campus operations.

Nice To Haves

Experience working in a unionized environment.
Experience at a large college or university or other organization of similar size and complexity.
Familiarity with quality assurance methods.
Demonstrated experience using programs such as Computer Maintenance Management Systems (CMMS) such as TMA and strong technical skills to work with database programs and/or enterprise applications.
Knowledge of applicable laws, regulations and nationally recognized standards and guidelines, as related to OSHA, NFPA, EPA etc.
Familiarity with the International Building Code’s mechanical provisions.
Working knowledge of AutoCad and the capability to use for take-offs.
Demonstrated skill set for estimating resource hours, material, and sequencing for maintenance tasks.
Line management experience directly supervising trade crews in a 24/7/365-day operation.

Responsibilities

Ensures that mechanical shop is staffed and organized to maximize the strength of the multiple trade disciplines and respective technicians.
Collaborate with the support teams including trade supervisors, directors, engineers, user groups and customers.
Manages backlog levels by trade area.
Evaluates, updates and develops new standard procedures to prioritize work and directs activities.
Manages the need for supplemental services, allocation of additional staff, and overtime.
Supervise and/or coordinates activities of the staff and maintenance personnel engaged in maintenance, renovation, central utility plant/infrastructure operation, and other facility activities.
Manages after-hours on-call staff, including scheduling, ensuring coverage and serves as a main contact for emergencies that cannot be addressed by an on-call staff.
In consultation with the Management team, establishes and documents building needs.
Utilizes in-house and sourced reports, building inspection evaluations, and work order information to identify and prioritize deferred maintenance projects.
Establishes scopes of work and develop estimates for these projects.
Assists in the development of three to five-year deferred maintenance plans.
Working closely with the Energy Management group, provides support and assists in the development and implementation of the University’s energy conservation programs.
Participates in the review of all University capital project plans and specifications; determines an impact on operations, maintenance, and available staff resources.
Leverages key performance indicators (KPIs) to enhance operational efficiency, while managing and evaluating staff performance and work quality.
Develops and implements a strategic University-wide plan for HVACR including control technicians to make improvements to reduce service calls and elevate customer satisfaction.
Fosters a culture of accountability and ownership in all aspects of work performed.
For renovation and maintenance projects, reviews and/or develops scope of work, cost estimates, schedules, contingencies, and project risks.
Obtains necessary permits and agency approvals required for renovation or maintenance projects.
Monitors project associated costs, coordinates resources with all parties involved as necessary; documents all scope changes; tracks KPIs e.g., remaining completion time, estimated cost at completion.
Assures compliance with all Federal, State, Local and University safety policies, building codes, fire codes, and environmental regulations.
Supports training programs for trades employees.
Maintains working knowledge of the management and removal of regulated materials including asbestos, mold, lead, silica, and PCBs.
Establishes a procurement program to support staff operations with required contract services and materials.
Determines the optimum level of parts and supply inventories.
Develops Requests for Proposals and work with purchasing or capital procurement to establish contracts.
In addition to project budgeting, develops and controls the operating budgets for the shop.
Periodically audits work orders to ensure that labor and material is charged properly.
Ensures that staff are organized effectively, and each member of the shop is knowledgeable of their assigned responsibilities.
Maintains supportive coaching style emphasizing professional development.
Participates in the selection and hiring of staff; supervises, trains, and evaluates assigned staff members; follows progressive disciplinary procedures in conjunction with management; participates in fact-finding activities and grievances ensuring follow through on all required procedures.
Implements a formal communications program with key stakeholders.
Monitors and tracks customer satisfaction.
Interacts with Facilities and the campus community in a customer friendly, professional, and cooperative manner.
Provides support to the department’s continuous improvement program through participation in team meetings and events.
Continuously improves department work methods, procedures, and systems in order to improve the level of services that are provided to the Campus.
Operates University-owned motor vehicles to various work sites.
Performs other duties as assigned.