Facilities Manager

POSITION SUMMARY:

The Facilities Manager is primarily responsible for the building operations, management of mechanical, electrical, and plumbing systems (MEP), and their optimum efficiency, executing office services and hospitality functions, managing building contractors, purchasing office furniture, monitoring security equipment, and maintaining the appearance of the building and surrounding grounds. Provide day-to-day supervision to contractors and vendors working in the department/building.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Prepare weekly building reports for the Chief Executive and/or Chief Financial Officer.
• Provide ongoing supervision to contractors/vendors working in the department/building.
• Manage the day-to-day operations of the building.
• Participate in the development of the annual facilities budget.
• Attend internal meetings as required.
• Review, track, and approve work orders and invoices to comply with company standards, policies, budgets, and guidelines.
• Ensure results are delivered on time and within budget constraints.
• Assess current condition of electrical, air conditioning, plumbing, and other essential facilities and equipment; and maintain accurate records.
• Participate in developing policies and procedures that affect the use of the facilities.
• Inspect and develop a system for cleaning, repairing, and maintaining facilities.
• Maintain backup or alternative systems for common problems such as power shortages.
• Ensure the safety of the building from fire, flood, and other hazards.
• Monitor, review, and update all building certificates with the state and City of Boston, as well as passing required inspections (Sanitation, Boston Fire Department, and Elevator inspections)
• Conduct and monitor building fire drills every quarter or as needed.
• Oversee the operation and maintenance of the fire and burglary systems, HVAC, BMS, plumbing, electrical, snow removal and landscaping services, pest control, water and coffee machines, building cleaning, trash, and recycling removal/pick up, window cleaning, roofing, and parking lot.
• Maintain vendor relationships and contracts.
• Maintain conference rooms' schedules; set up conference rooms for meetings and general displays, which may include catering.
• Comply and report energy/water consumption to city (BERDO) and state (DOER) agencies for compliance purposes, as well as contract and comply with regulatory 3rd party audits of such reports.

• Initiate an active campaign on safety measures in the building.
• Educate staff on the proper use and care of equipment and facilities.
• Perform environmental hazard management/planning and remediation.
• Develop and maintain a security plan for the building.
• Assists in managing external events in the Community Room
• Assist with planning and executing Agency events outside of the headquarters’ building (all staff meetings, centenarian events, etc.)
• Produce access badges and office keys.
• Perform other duties as assigned

QUALIFICATIONS:

• Good interpersonal skills.
• Willingness to assume responsibility and take the initiative.
• Ability to maintain confidentiality.
• Ability to work in a fast-paced and changing environment.
• Must be capable of working with a high degree of independence, using sound judgment to anticipate and resolve issues.
• Must be organized and detail-oriented, possess strong time management and priority setting skills, with the ability to handle diverse responsibilities.
• Exceptional customer service skills.
• Strong written, interpersonal, and presentation skills that convey a positive attitude and build relationships with clients and coworkers.
• Strong analytical skills and the ability to make decisions based on needs and budget concerns.
• Knowledge and experience with the use of hand tools.
• Valid driver's license and car required.

EDUCATION, SKILLS, AND EXPERIENCE:

Associate degree required

CFM, BMS, trade, and technical experience preferred.

Minimum of seven (7) years of Facilities Management experience.

Experience in building maintenance, MEP, as well as basic knowledge of carpentry

Previous supervisory experience preferred.

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PHYSICAL REQUIREMENTS OF THE JOB:

• Heavy lifting and carrying (50-100 lbs.).
• The ability to stand continuously is essential, with occasional walking and sitting.
• Good physical condition, strength, and agility to facilitate the handling of bulky or heavy items.
• Work requires regularly pushing, pulling heavy objects (50-100 lbs.), crouching, stooping, bending, standing, and handling.
• Ability to climb stairs.
• Local travel may be required.