Facilities Maintenance Manager

Job Description

Job Description

Facilities Maintenance Manager

Reports To: Deputy COO of Assets & Infrastructure

Direct Reports: Three (3) Maintenance Supervisors, and One (1) Facilities Administrator

FLSA Status: Exempt

Job Purpose

The Facilities Maintenance Manager is responsible for the management and performance of the facilities maintenance department for the Metro Transit Authority (MTA) and the Regional Transit Authority (RTA), as it relates to the maintenance and cleanliness of the passenger facilities, operations and maintenance facilities, and park and ride stations as owned and operated by the transit authorities.

The successful incumbent will also effectively manage all facility state-of-good-repair budgets and planning efforts, to ensure proper maintenance and repair campaigns are incorporated into the agency’s capital planning process as needed. This position is directly responsible for all facets of renovation and maintenance projects for agency facilities and will facilitate close coordination with MTA/RTA Project Planners and Engineers on the development, design, and construction of future facilities.

This position will provide support as needed to uphold the overall health and wellness of the facilities maintenance department, as directed by the Deputy COO of Assets & Infrastructure. The incumbent will establish and enforce a data-driven maintenance management program that ensures work is planned, documented, compliant, fiscally controlled, and communicated to stakeholders with clear service-level expectations. This role supports human life safety, security, continuity of operations, and customer experience across all sites through strong work order governance, contractor performance management, and audit-ready records.

Tasks:

The job profile is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, and/or new ones may be assigned at any time with or without notice.

Job Functions:

• Develop departmental policies, standard operating procedures, rules, regulations, and work methods. Works to ensure departmental compliance and Supervisory implementation of such procedures.

• Supervise staff of the facilities maintenance department. Manage direct reports, union employees, consultants, and construction contractors, and must be able to develop and adhere to detailed construction schedules and budgets.

• Administer facility service, on-call, and specialty system contracts by developing scopes of work, defining performance requirements and KPIs, coordinating access and scheduling, and verifying completion.

• Monitor contractor performance (quality, timeliness, safety, documentation, and cost) and lead corrective action meetings as needed; support invoice review, rate validation, and change order justification.

• Ensures current and accurate records regarding preventative maintenance, service requests, expenditures, and work in progress.

• Own governance of the maintenance management system (CMMS/EAM), including intake standards, prioritization rules, service categories, labor/material coding, asset hierarchy, closeout requirements, and documentation quality expectations.

• Establish and communicate service-level expectations for response and restoration (emergency, urgent, routine) and provide timely status updates to internal stakeholders to minimize operational impacts.

• Maintain accurate facility asset inventories and condition information to support Transit Asset Management (TAM), State of Good Repair (SGR) planning, and lifecycle renewal prioritization.

• Set key performance objectives for the department and then organize around them by communicating clear expectations and implementing systematic follow-up to guarantee accountability and closure. Prepare annual budgets for facility maintenance expenses and manage them, identifying annual performance improvement initiatives to increase asset utilization and reduce overall costs.

• Serve as a contributing member of the Transit Asset Management (TAM) Steering Committee to ensure facilities maintenance targets are planned, budgeted, and executed.

• Create and oversee the successful implementation of facility maintenance seasonal preparedness campaigns, as required.

• Integrally involved in the renovation and maintenance of facility projects from conception through completion and will work with all departments within MTA/RTA.

• Provide coordination on planning studies, engineering designs, and construction management and oversight for the facility portions of transit projects, regardless of mode, to help ensure that future projects consider existing and projected operational facility needs.

• Ensures inspection, service maintenance, and repair of all facilities, grounds, park and ride lots, etc.

• Ensures that all maintenance employees, materials, and construction plans are in compliance with current related laws and regulations.

• Ensure inspection and certification schedules and records are maintained and deficiencies tracked to closure for critical systems (e.g., fire/life safety systems, elevators, generators, backflow prevention, roof/water intrusion, ADA features, doors/gates, and emergency egress).

• The preferred candidate should have understanding of, or experience with, agency and utility coordination for facility projects from early planning through construction completion (such as shelter installation and bus rapid transit, commuter rail, light rail maintenance and support facilities). The preferred candidate ideally should be familiar with FTA processes for major capital projects leading into and through construction including managing contractor invoicing and associated construction costs within SCC coding.

Staff Management

• Assists in the interview and hiring process, for all positions falling under the tutelage of the facilities maintenance department.

• Monitor the performance of all direct reports to ensure all goals and timelines are met. Lead, teach, and coach employees in a positive manner. Handles Step 1 employee grievances and maintains liaison with the Union, as required. Prepares grievance files for Step 2 hearings, as handled by the Deputy COO of Assets & Infrastructure.

• Investigates and issues disciplinary action up to and including discharge.

• Administers and complies with established policies with respect to the Union contract and MTA policies on equal employment opportunity.

• Appraises staff performance and provides counseling and technical direction as needed.

• Directs and assists Facilities Maintenance Supervisors in developing work assignments and work scheduling in accordance with department goals and objectives.

• Assures that Facilities Maintenance Supervisors monitor work performed by employees under their supervision and that proper work records are kept.

General Administration:

• Assist with cost-benefit analyses, conceptual planning, procurement, project management, engineering, construction management, utility coordination, project closeout, and capital cost planning for future renovation needs.

• Monitoring established operating annual budget; Development and upkeep of state of good repair capital budgets for both MTA/RTA facilities and transit stop projects.

• Support fiscal controls for operating and capital work, including quote evaluation, invoice validation, change order documentation, accrual tracking, and monthly forecasting for leadership reporting.

• Assists with company evaluations for new maintenance software and training technologies, as applicable to the facilities maintenance department.

• Develop short and long-term goals and utilize performance metrics for all areas of direct responsibility to maintain alignment of team performance with company goals.

Minimum Qualifications:

Years of Experience:

Any combination of education, training, and experience equivalent to:

• Seven (7) years of experience as a manager or supervisor of a similar department or equivalent

• Two (2) years of experience in labor relations.

Education Requirements:

• Bachelor’s degree in engineering, public administration, transportation,

construction management or related field.

Additional Requirements:

• Ability to work assigned schedule and work overtime as needed

• Respond to emergency situations (such as reporting to work early/staying late due to bad weather)

• Maintains effective working relationship with all levels of employees

• Maintain confidentiality

• Understand and carry out detailed written or verbal instructions

• Proficiency with CMMS/EAM systems and standard productivity tools (e.g., Microsoft Office) to produce reports, dashboards, and documentation.

• Ability to read and interpret technical documents (drawings, specifications, O&M manuals, inspection reports) and translate requirements into actionable work plans.

• Perform arithmetic calculations

• Have good problem-solving skills

• Speak clearly and distinctly

• Work with little supervision

• Perform repetitive work

• Practice good customer service skills

• Meet required deadlines

• Must adhere to all safety rules

• Ability to make oral presentations

• Ability to compose written documents

• Have a valid TN driver’s license

The successful applicant will have a proven record of communication skills, project management/construction experience, computer proficiency, statistical analyses, and ability to handle several projects at once, interpersonal skills, fleet diagnostics, alternative fuel systems, statistical analyses, team building techniques, and causal inference. Preferred candidates will also have CMMS/EAM work order governance experience, contract administration with KPI tracking, and working knowledge of core building systems (HVAC, electrical distribution, plumbing, building envelopes, doors/gates, and life-safety systems).