POSITION TITLE: FACILITIES MANAGER DATE CREATED/ REVISED: 06/2018 Classification: Full-Time, Salary Exempt TOWN OF GRAY POSITION DESCRIPTION Narrative: This position requires high responsibility and integrity for the coordination and maintenance of all Town of Gray facilities, including the Henry Pennell Municipal Complex, Town of Gray Library, Gray Transfer Station, Public Works Facility and all other facilities owned and operated by the Town of Gray. This position would be responsible for the development and continual maintenance of any open spaces deeded to the Town, in consideration of the needs of the Town. This position would manage and be a working foreman in coordination with the Buildings & Grounds Department as it relates to the maintenance, development and coordination of all Town of Gray facilities for the Town s continual routine use. This position also functions as the liaison to various Town Committees which require proper coordination and communication. This individual is expected to work a varying schedule which may include some weekends and evenings as pre-arranged or on an emergency basis. All work must be performed in accordance with State & Federal law, Town of Gray policies/ordinances/previously established procedures and requires sound judgment and the ability to work effectively with others toward the goals established by the Buildings & Grounds Department and the Town Manager. Supervision: Supervision is provided to this position by the Town Manager. POSITION RESPONSIBILITIES/TASKS Illustrative only, not all-inclusive: Acts as the primary contact for all Town owned buildings, properties and manages the maintenance, repair, improvement and upkeep of all Town owned facilities, including both Town occupied and Town leased/rented properties. The Facilities Manager will be a supervisor, a maintenance mechanic and a Head Custodian. These positions will have additional responsibilities in overseeing the daily preventive maintenance and housekeeping needs of the same facilities. There are other custodial employees dedicated to the housekeeping and grounds work of the facilities who report to the Facilities Manager. The selected individual will be responsible for the administration of a comprehensive maintenance program including overall maintenance, planning and scheduling of both long and short-range construction and maintenance projects related to the specific needs of Town properties and facilities as they are identified Coordination of capital projects with relevant Town departments and committees; upkeep and inventory of all relevant information related to each Town property including site survey documents, as-built construction documents, equipment lists, parts lists, routine and preventive maintenance schedules, study and planning documentation, building assessment documentation, O&M manuals, etc. Managing a maintenance program that includes both long and short-term maintenance priorities, preparation of budgets/estimates/schedules related to the upkeep and capital improvement of Town properties, and presentation of information to Town Groups, Departments, and Boards as required. Town of Gray Facilities Manager-Job Description 1 of 5
The Facilities Manager will be responsible for coordinating major systems maintenance and repair related to buildings (eg. HVAC, elevators, fire suppression, electrical hot water). Included, but not limited to those coordinating responsibilities will be scheduling, maintaining service agreements and qualifying vendors for repairs or maintenance of said systems. Coordinates and/or schedules the maintenance and upkeep of all Town buildings, properties, facilities, including but not limited to clearings, lining, painting, mowing, litter control and general clean up duties. Oversee and manage custodial and facilities management staff Working collaboratively with other Town Staff including Department Heads Coordinating and ensuring that snow removal, and sanding/salting is adequate addressed to ensuring that Town Hall and other Town facilities and buildings are able to perform their respective functions Ensuring that the lighting, and all HVAC systems are operating properly to provide good working conditions for employees, students etc. Supervising the design and upkeep of the facilities grounds and landscaping Adhering to and improving health and safety standards Maintaining necessary certificates for Town infrastructure such as elevators, boilers, etc. Primary point person for coordinating with Town property and building insurance representatives Maintenance of Global Harmonization program for the Maintenance Department as well as assisting other Departments with the same Development and implementation of work order, inventory and information tracking programs and/or tools to assist with the prioritization of maintenance needs, resource planning, delivery and budget allocation required to keep Town properties at the highest operational/functional levels possible. Position is highly interactive requiring regular reporting to the Town Manager and Finance Director, or their designee, as part of the day-to-day operations, as well as additional as needed reports as needed to the Gray Water District, Town Council, and other Boards and Committees, as needed. Day-to-day interactions will occur with Department Heads and maintenance staff to ensure the most effective use of resources when maintenance services are needed, consistent with the overall maintenance program. Recommends new approaches, policies, procedures and long-range plans for improvement of efficiency and effectiveness of the Town s facilities. Prepares or coordinates facilities for appropriate seasons, including addressing any and all required staffing needs, placement of proper equipment and readiness facilities. Responsible for maintenance, inspection, storage and inventory of all equipment and items associated with Town of Gray facilities to ensure appropriate, efficient use for all staff; special consideration being given to all safety guidelines for the same. Completes and forwards all necessary reports that may be required in a timely fashion. All other tasks as assigned by the Town Manager. POSITION REQUIREMENTS/QUALIFICATIONS Experience required includes: Knowledge of routine and preventative maintenance Town of Gray Facilities Manager-Job Description 2 of 5
Work order system development, capital assessment and improvement methodologies and implementation, project planning, scheduling, estimating, and procurement is required Ability to manage multiple projects simultaneously. Experience evaluating and managing contract labor and the contractual requirements of such resources is necessary. Requires a background of five (5) or more years in property maintenance and/or construction related projects. Primary contact and coordinator for security alarms for Town buildings and facilities. Understanding of total building systems including but not limited to: Site Improvements; Exterior Envelopes (Exterior Cladding Systems, Windows and Doors, Roofing Systems, Building Insulation Systems); Structural Systems; Plumbing Systems; HVAC Systems; Electrical Systems; Fire Protection Systems; Communications Systems; Security Systems; Energy Usage Analysis; Planning for Barrier-free Access; etc. Understanding and familiarity of the Adaptive Re-Use of Properties to meet the needs of a growing community. Also desirable is five (5) or more years of management level experience in or related to, public facilities and/or facilities that accommodate and continually meet the needs of the public on a daily basis, with a special emphasis on school age children, the elderly and populations that may require accommodations due to disabilities. Outstanding interpersonal skills including: an attention to detail; an overall client service attitude; and an ability to focus on the resolution of building related issues. Ability to effectively interface with diverse groups, Town boards and departments, and an ability to prioritize competing goals/interests of each group. Complex organizational skills and an ability to negotiate effectively with both internal and external groups, is an important skill to the position. Excellent public presentation skills are required to effectively advocate for the needs of all Town Buildings and Properties. Troubleshooting basic building system functions including maintaining Fire Exit signs and American with Disabilities (ADA) building components Ability to read, write, speak and understand English fluently Ability to use common tools and general maintenance/repair of equipment such as shop tools, lawn mowers, snow blowers, air compressors Ability to operate a 4 x 4 pick up truck and back up trailers into confined areas Ability to work with minimal supervision and give supervision to others Ability to work in various environmental conditions such as outdoor winter, extreme heat or cold, noise, heights, around electricity, various chemicals, paints and solvents and fluids. Ability to work in physically demanding positions. Education & Experience Minimum Education Required: High School Diploma G.E.D/High School Equivalent Associate Degree Minimum Education Preferred: High School Diploma G.E.D/High School Equivalent Associate Degree Bachelor s Degree Advanced Degree Town of Gray Facilities Manager-Job Description 3 of 5
Prior Experience Required: 5 years of direct experience in this position or directly related to the field Prior Experience Preferred: 5-10 years of direct experience in this position, or a satisfactory equivalent in the estimation of the Town. Knowledge, Ability, Skills Must demonstrate knowledge of facilities management and industry best practices. Must be able to work independently and exercise sound judgment when making decisions. Must be able to manage work time and prioritize tasks effectively. Physical Requirements/Other: Shift Length <8 hrs 8-12 hrs >12 hrs 24/7 operation On call Days: Nights Evening (Occasional/Rare) Rotating DEFINITION KEY Lifting/Carrying (pounds) 0-10 10-25 25-50 50-100 >100 Typical distance carried: within area between areas throughout facility DEFINITION KEY Never: 0 hours Rarely: <10 minutes/shift or up to 1 hour per week Occasionally: up to 1/3 shift Frequently: 1/3-2/3 shift Constantly: >2/3 of shift Never Rarely Occasionally Frequently Constantly Never: 0 hours Rarely: <10 min/shift or up to 1 hr/wk Occasionally: up to 1/3 shift Frequently: 1/3-2/3 shift Constantly: >2/3 of shift Postures/Tasks Never Rarely Occasionally Frequently Constantly Sitting Walking Stairs Ladders Reach/lift above shoulders Reach/lift below knees Town of Gray Facilities Manager-Job Description 4 of 5
Other: Kneel/Crawl Postures/Tasks Never Rarely Occasionally Frequently Constantly Work overhead Grasp with hands Keying Mousing Writing Cognitive Demands/Sensory Requirements For specific job demands, employee must be able to: see hear distinguish color work in diminished lighting make critical decisions perform in fast-paced environment speak work at a set pace/rate remember accurately work under deadlines perform multiple tasks work independently understand verbal instructions other: understand written instructions Town of Gray Facilities Manager-Job Description 5 of 5