Facilities Manager

Facilities Manager Position

This position performs highly responsible professional and managerial work in planning, developing, coordinating, and overseeing the maintenance, design, construction, renovation, and capital improvement of City-owned buildings and facilities. The Facilities Manager applies sound project management principles and processes to facility design, construction, renovation, and maintenance programs; participates in strategic and facilities master planning; and manages projects from initial needs assessment and scope development through procurement, construction, inspection, closeout, and acceptance. The position plans, coordinates, and supervises the activities of assigned staff, architects, engineers, consultants, contractors, and vendors engaged in the construction of new City facilities, expansion and renovation of existing buildings, capital improvements, and ongoing facility maintenance.

Essential Job Functions:

• Plan, organize, manage, and evaluate Citywide facility maintenance, construction, renovation, and capital improvement programs and projects.
• Apply established project management principles and practices throughout project initiation, planning, design, procurement, construction, implementation, and closeout.
• Participate in strategic planning, facilities master planning, capital planning, site evaluation, and development of facility specifications and standards.
• Manage multiple facility design, construction, renovation, repair, and maintenance projects simultaneously.
• Develop project scopes, preliminary designs, cost estimates, schedules, budgets, risk assessments, and supporting documentation.
• Conduct field surveys, facility assessments, site inspections, and building evaluations to determine existing conditions and identify repair, renovation, replacement, and capital improvement needs.
• Gather, research, analyze, and maintain information regarding facility conditions, asset history, maintenance requirements, drawings, maps, reports, studies, and other technical documentation.
• Supervise and coordinate the work of assigned employees, architects, engineers, contractors, consultants, vendors, and other project participants.
• Review architectural and engineering drawings, construction plans, specifications, cost estimates, and related documents for accuracy, constructability, code compliance, safety, functionality, and consistency with City requirements.
• Prepare or coordinate bid specifications, construction documents, scopes of work, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and other procurement documents.
• Develop criteria for consultant and contractor selection and participate in evaluation, negotiations, recommendations for award, and contract administration.
• Conduct or participate in pre-bid, pre-construction, progress, and project closeout meetings.
• Manage projects during design and construction phases and monitor contractors for compliance with approved plans, specifications, contracts, schedules, budgets, and quality standards.
• Review and process change orders, purchase requisitions, work orders, invoices, payment applications, and other project-related documentation.
• Monitor project expenditures and identify and address potential cost overruns, delays, scope changes, and other project risks.
• Develop recommendations concerning unplanned increases in project costs and implement appropriate cost-control and risk-mitigation measures.
• Prepare and administer annual operating and capital budgets for City facilities and construction projects.
• Develop projections and cost estimates for future facility and capital improvement needs.
• Coordinate required federal, state, county, and local permits and ensure projects comply with applicable building codes, fire codes, ADA requirements, occupational safety requirements, and other regulations.
• Maintain knowledge of applicable Florida Building Code requirements and ensure facility projects are designed and completed accordingly.
• Inspect construction work and materials and coordinate final inspections, punch lists, project acceptance, warranties, and closeout documentation.
• Establish and administer preventive and corrective maintenance programs for City facilities and major building systems.
• Coordinate repairs and maintenance involving HVAC, electrical, plumbing, roofing, structural, mechanical, life-safety, and other building systems.
• Evaluate facility conditions and prioritize maintenance and capital improvements based on safety, operational need, asset condition, available funding, and long-term City objectives.
• Coordinate emergency facility repairs, hurricane preparation, storm response, damage assessments, and post-disaster facility restoration activities.
• Establish a collaborative project environment across City departments to accurately identify operational requirements and develop cost-effective, reliable facility solutions.
• Serve as a liaison among City departments, executive management, elected officials, consultants, contractors, governmental agencies, and other stakeholders regarding facility and capital projects.
• Prepare project schedules, status reports, executive summaries, presentations, recommendations, and other reports for City management and the City Commission as required.
• Provide technical advice and assistance regarding facility conditions, construction activities, project management, capital improvements, and related matters.
• Evaluate and recommend improvements to facility management policies, procedures, standards, project management processes, and operational practices.
• Maintain comprehensive project, facility, contract, warranty, inspection, maintenance, and asset records.
• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree from an accredited college or university in Construction Management, Architecture, Engineering, Facilities Management, Project Management, or a closely related field.
• Minimum of seven (7) years of progressively responsible experience in facilities management, construction management, architecture, engineering, capital project management, or a related field, including responsibility for managing multiple projects.
• Minimum of three (3) years of supervisory, management, or significant project leadership experience.
• Demonstrated experience with construction project estimating, budgeting, contract administration, and project scheduling.
• Demonstrated knowledge and experience applying Florida building codes and construction requirements.

• Master's degree in Construction Management, Architecture, Engineering, Project Management, Public Administration, or a related field.
• Eight (8) or more years of progressively responsible facilities and construction project management experience.
• Five (5) years of experience involving construction estimating and application of Florida building codes.
• Municipal, county, or other public-sector facilities and capital project experience.
• Experience managing the design and construction of new government facilities and major renovations.
• Experience administering professional services, architectural, engineering, construction, and maintenance contracts.
• Experience preparing RFPs/RFQs and participating in public-sector procurement and consultant selection.
• Experience managing federally or state-funded capital projects.
• Experience with emergency facility restoration and disaster recovery projects.

• Valid Florida Driver License.
• Successful completion of a criminal background investigation.
• Successful completion of a pre-employment drug screening.
• Project Management Professional (PMP), Certified Facility Manager (CFM), Certified Construction Manager (CCM), or similar professional certification preferred.

Required Knowledge, Skills, and Abilities

• Thorough knowledge of facilities management, construction management, project management, capital improvement planning, and building maintenance principles and practices.
• Knowledge of project management processes involving scope, schedule, budget, quality, procurement, risk management, documentation, and project closeout.
• Knowledge of the Florida Building Code and applicable federal, state, county, and local construction requirements.
• Knowledge of contract administration, contract negotiations, public procurement, bidding, and consultant selection processes.
• Knowledge of construction estimating, capital budgeting, cost control, scheduling, risk assessment, and change-order management.
• Knowledge of architectural, structural, mechanical, electrical, plumbing, HVAC, roofing, and other major building systems.
• Ability to read, review, analyze, and interpret blueprints, architectural and engineering drawings, specifications, construction documents, maps, and technical reports.
• Ability to develop comprehensive project scopes, budgets, schedules, cost estimates, specifications, and procurement documents.
• Ability to simultaneously manage multiple complex construction and capital improvement projects from concept through completion.
• Ability to supervise and coordinate employees, architects, engineers, consultants, contractors, subcontractors, and vendors.
• Ability to conduct facility assessments, field inspections, construction inspections, and quality-control reviews.
• Ability to identify project risks, cost overruns, scheduling issues, construction deficiencies, and other problems and develop appropriate corrective actions.
• Ability to prepare and present executive-level project reports, recommendations, budgets, and status updates.
• Ability to establish effective working relationships across City departments and with elected officials, executive management, contractors, consultants, regulatory agencies, and the public.
• Strong leadership, project management, negotiation, analytical, organizational, communication, and problem-solving skills.