OM - Service Order Manager - Okinawa

HHS GOVERNMENT SERVICES LLC•Dripping Springs, TX

9d•$22 - $22•Onsite

About The Position

The Service Order Manager is responsible for the development, coordination, execution, and closeout of facility repair, renovation, and light construction service orders supporting the U.S. Naval Hospital Okinawa Branch Clinics Operations & Maintenance (O&M) contract. The Service Order Manager manages service orders from initial identification of the requirement through project completion and warranty. Responsibilities include developing scopes of work, coordinating subcontractor site visits and competitive bids, reviewing proposals, preparing complete service order packages for Government approval, coordinating preconstruction requirements, scheduling and monitoring construction, managing healthcare-specific infection control and life-safety requirements, performing project inspections, and completing all required closeout documentation. Because work is performed within active military healthcare facilities, the Service Order Manager must coordinate closely with Government Facility Management personnel, clinic leadership, subcontractors, O&M personnel, Quality Control, Safety, Infection Prevention and other stakeholders to ensure projects are executed safely, efficiently, and with minimal disruption to patient care and clinic operations.

Requirements

Experience managing facility repair, renovation, or light construction projects from scope development through closeout.
Demonstrated experience developing scopes of work and reviewing construction proposals and cost estimates.
Experience managing subcontractors and coordinating multiple simultaneous projects.
Working knowledge of commercial building systems, including HVAC, electrical, plumbing, architectural, fire protection, and building infrastructure.
Ability to read and interpret construction drawings, specifications, technical manuals, and equipment submittals.
Working knowledge of construction scheduling, project documentation, quality control, and closeout procedures.
Strong written and verbal communication skills.
Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and project tracking tools.
Ability to work effectively with Government customers, subcontractors, healthcare personnel, technicians, and corporate management.

Nice To Haves

Previous construction or O&M experience within military healthcare facilities or hospitals.
Experience supporting DHA, DoD, U.S. Navy, USACE, or other Federal Government contracts.
Experience with healthcare construction and renovation in occupied medical facilities.
Working knowledge of ICRA and ILSM requirements.
Familiarity with NFPA 101, UFC requirements, Joint Commission requirements, and healthcare life-safety standards.
Experience preparing Government Service Order, Task Order, or construction proposal packages.
Experience with DMLSS, LogiCole, CMMS, or other Government facility management systems.
OSHA 30-Hour Construction certification.
Construction Quality Management for Contractors (CQM-C) certification.
Project Management Professional (PMP) certification or equivalent construction management experience.

Responsibilities

Receive and evaluate facility repair, renovation, and construction requirements requiring execution through the contract Service Order process.
Conduct field investigations and site assessments to determine existing conditions and define project requirements.
Develop clear, comprehensive, and technically accurate Scopes of Work (SOWs) for subcontractor solicitation and Government review.
Identify applicable drawings, specifications, codes, standards, equipment requirements, materials, phasing requirements, and site constraints.
Identify potential impacts to clinic operations, utilities, life-safety systems, infection control, security, patient care, and other facility activities during project development.
Coordinate with facility maintenance personnel and technical subject-matter experts to verify existing conditions and proposed solutions.
Ensure proposed scopes clearly define Contractor and subcontractor responsibilities and minimize ambiguity, change orders, and potential project delays.
Identify qualified subcontractors capable of performing specialized construction, repair, and renovation activities.
Coordinate and conduct subcontractor site visits and pre-bid walkthroughs.
Provide subcontractors with sufficient technical information to develop complete and accurate proposals.
Respond to technical questions and coordinate clarifications during the bidding process.
Review subcontractor proposals for: Scope compliance and completeness. Labor and material requirements. Equipment and subcontracted services. Construction duration and schedule. Exclusions and qualifications. Technical approach. Code and regulatory compliance. Price reasonableness and competitiveness.
Develop bid comparisons and recommendations when multiple subcontractor proposals are received.
Identify scope gaps, discrepancies, exclusions, or potential change-order risks before recommending subcontractor selection.
Coordinate notification and authorization to the selected subcontractor following Government approval and company procurement authorization.
Prepare complete and accurate Service Order packages for Government review and approval.
Respond to Government questions, requests for clarification, and package revisions.
Track Service Orders from initial development through Government approval, construction authorization, completion, invoicing, and closeout.
Maintain accurate logs identifying Service Order status, value, schedule, subcontractor, Government approval status, construction progress, completion status, and outstanding actions.
Schedule and lead or participate in preconstruction meetings with Government representatives, clinic personnel, subcontractors, Quality Control, Safety, Infection Prevention, maintenance personnel, and other stakeholders.
Develop and coordinate project execution plans before mobilization.
Ensure required subcontractor documentation, permits, submittals, certifications, safety documentation, and project plans are approved prior to construction.
Identify utility outages, shutdowns, access restrictions, security requirements, work-hour restrictions, noise-generating activities, dust-producing activities, and other operational impacts.
Coordinate required utility shutdowns and facility outages with Government Facility Management personnel and affected clinic departments.
Develop project phasing and scheduling strategies that minimize impacts to healthcare operations.
Coordinate the development, review, and submission of Infection Control Risk Assessments (ICRAs) for construction and maintenance activities performed within healthcare facilities.
Coordinate with Infection Prevention and Government representatives to establish required infection-control classifications and mitigation measures.
Ensure subcontractors understand and comply with required infection-control measures, including barriers, containment, negative pressure, dust control, debris removal, housekeeping, and construction traffic routes, as applicable.
Coordinate development, review, implementation, and documentation of Interim Life Safety Measures (ILSMs) when construction activities affect existing life-safety features or systems.
Monitor construction activities for continued compliance with approved ICRA and ILSM requirements.
Coordinate changes to infection-control or life-safety measures when field conditions or project scope changes.
Develop and maintain construction schedules for approved Service Orders.
Coordinate project schedules with clinic leadership and Government Facility Management personnel.
Deconflict construction activities with patient care and clinic schedules to minimize disruption to healthcare operations.
Coordinate after-hours, weekend, and phased construction when required by clinic operations.
Coordinate access to construction areas, controlled spaces, mechanical rooms, electrical rooms, and other restricted areas.
Communicate upcoming construction activities and anticipated operational impacts to appropriate stakeholders.
Coordinate multiple concurrent Service Orders and prioritize activities based upon Government requirements, facility needs, available resources, and mission impact.
Provide day-to-day management and oversight of active Service Order projects.
Conduct regular jobsite visits to monitor construction progress, workmanship, schedule, safety, infection control, and compliance with approved project requirements.
Compare actual progress against approved schedules and immediately identify potential delays.
Maintain regular communication with subcontractors regarding manpower, materials, equipment, schedule, technical issues, and project constraints.
Identify and work through unforeseen field conditions and coordinate proposed solutions with the Government.
Communicate project delays, material delays, changed conditions, access problems, and other schedule impacts to Contractor and Government management.
Develop recovery plans with subcontractors when projects fall behind schedule.
Maintain documentation of significant project communications, field conditions, delays, Government direction, and subcontractor performance.
Prevent unauthorized scope changes and ensure changes affecting cost, schedule, or technical requirements receive appropriate review and authorization before execution.
Ensure Service Order projects comply with applicable contractual requirements and project-specific codes, standards, regulations, and Government policies, including as applicable: National Fire Protection Association (NFPA) requirements. NFPA 101 – Life Safety Code requirements. Unified Facilities Criteria (UFC). Department of Defense and Defense Health Agency requirements. U.S. Navy and installation requirements. Healthcare facility infection prevention requirements. Occupational safety requirements. Applicable Japanese laws, codes, and regulations. Manufacturer installation requirements. Approved project specifications, drawings, and technical requirements. Government Facility Management policies and procedures.
Coordinate with Quality Control, Safety, Government representatives, and appropriate technical personnel when specialized code interpretation or inspection is required.
Monitor subcontractor workmanship and ensure construction conforms to the approved Service Order scope, drawings, specifications, product submittals, and applicable standards.
Coordinate required preparatory, initial, follow-up, and Government inspections.
Identify deficient or nonconforming work and coordinate corrective action with subcontractors.
Track deficiencies and punch-list items through correction and acceptance.
Perform project completion inspections prior to requesting final Government acceptance.
Coordinate final inspections with Government Facility Management personnel and other required stakeholders.
Ensure all deficiencies are corrected before recommending final project acceptance.
Develop and maintain complete Service Order project files from initial development through final closeout.
Obtain and review required subcontractor closeout documentation.
Prepare and submit complete project closeout packages, including as applicable: Final inspection documentation. Completed punch lists. Testing and commissioning reports. Equipment startup documentation. Operations and Maintenance manuals. Product data. Manufacturer documentation. As-built drawings and redlines. Training documentation. Photographs. Permits and inspection records. Warranty documentation. Government acceptance documentation.
Verify that required facility and equipment information is provided for incorporation into Government maintenance and asset-management systems when applicable.
Ensure project files are complete and properly maintained for Government and contract records.
Establish and maintain a tracking system for warranties associated with completed Service Order projects.
Maintain records of warranty start and expiration dates, subcontractor warranty obligations, manufacturer warranties, and installed equipment.
Coordinate warranty calls and corrective actions with subcontractors and manufacturers.
Track outstanding warranty deficiencies through final resolution.
Maintain documentation demonstrating completion of warranty work.
Notify management of subcontractor responsiveness or recurring warranty issues that could affect future subcontractor selection.