Senior Facilities Manager

Location
Washington D.C
Posted
Oct 12, 2021
Closes
Oct 21, 2021
Ref
210911
Hours
Full Time
Minimum Qualifications

Education
  • Bachelor's Degree in Facility Management, Construction Management, Engineering, Architecture, Business Administration, Public Administration, or closely related field
    • In lieu of a bachelor's degree, a high school diploma or GED and eight (8) years of experience administering asset or facilities management involving working with stakeholders, policy and procedure development, supervision of project staff, and/or budget management, in addition to the experience below.

Experience
  • A minimum of eight (8) years of experience administering asset or facilities management involving working with stakeholders, policy and procedure development, supervision of project staff, and/or budget management with some experience working in a commercial office building including multiple tenants in the Capital Area. Familiarity with Maximo CMMS software.

Certification/Licensure
  • Possession of a valid District of Columbia, Maryland

Preferred
  • Master's Degree in Facility Management, Construction Management, Engineering, Architecture, Business Administration, Public Administration, or closely related field
  • Certification in Facilities Management (IFMA - CFM) or Infrastructure Asset Management and or Project Management Professional (PMP) certificate
  • Transit/transportation related experienced

Medical Group

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

Mission Essential Designation

In accordance with the Washington Metropolitan Area Transit Authority's Continuity of Operations Plan (COOP) this job has been identified as critical to mission essential functions. Incumbents in this role may be required to report to or continue to work in the event of authorized office closings or servere weather, natural disaster, fire, operational emergencies or related events.

Job Summary

The Senior Facilities Manager, Facilities Management manages the three new office buildings and a group of facilities on behalf of the Office of Real Estate and Parking (LAND) in accordance with WMATA's facility lifecycle plan. The Senior Facilities Manager supervises the third-party facilities manager and forecasts operating needs for inclusion in the operating budget and planning. The Senior Facilities Manager will ensure the third-party facilities manager complies with the terms, conditions and intent of the contract and will identify Key Performance Indicators for the contract. The Senior Facilities Manager may need to coordinate from time to time with Plant Maintenance, Maximo personnel, and others ensures asset repairs and replacements are included in the capital program plan and monitors the repair, rehabilitation and construction projects. Utilizes analysis performed on expenses (to include work orders, facility failures, condition, energy usage and other expenses) to ensure facility preventive maintenance regimes meets best practice standards. Coordinate's efforts to develop capital program facility project scopes. Specifically, the Senior Facilities Manager is responsible for oversight for the three new office buildings including planning, staffing, scheduling, and coordinating the work of contractors, and WMATA technical and support staff to complete asset repair, rehabilitation and construction projects, while also ensuring proper budget management, quality control and safety.

Essential Functions
  • Collaborates with facility maintainers (internal and external), engineers, capital project managers and contractors, and coordinates closely with sustainability, asset management, budget, and procurement personnel to implement the facilities lifecycle plan.
  • Develops, improves, and keeps current, all relevant information of WMATA's facility lifecycle plan for the managed facilities and oversees the development of site-specific profiles describing all relevant aspects of maintenance for those facilities.
  • Evaluates and proposes improvements to facility operation and maintenance processes where practical including better efficiency, cost containment, quality, customer satisfaction, staff collaboration, and job satisfaction.
  • Works cooperatively with other WMATA staff to obtain input, consensus, and approvals related to facility lifecycle decisions.
  • Coordinates staff tasks and manages the work order process and other requests for facilities maintenance services including prioritization of requests made to PLNT and Systems Maintenance (SMNT).
  • Oversees the facilities condition assessment program for assigned facilities, including ongoing inspections of structure and grounds infrastructure, continuous improvement of the inspection process, collecting and assessing staff and contractor feedback, ordering immediate repairs as needed, and deferring short- and long-range repair, replacement, and converting short and long-term condition assessments into budget estimates. Writes and presents executive summaries of work plans and various reports on facilities maintenance operations and activities and ensures that maintenance plans and relevant documents are kept current for each facility.
  • Ensures timely and objective quality assurance inspections are acquired from the project office; reviews quality assurance data for compliance with contract requirements and task assignments; coordinates with relevant departments to monitor the facilities condition assessment program; and writes and presents executive summaries and various reports on facilities maintenance operations and activities.
  • Participates in procurements of maintenance contractors and consultants involving all crafts and services. As part of this function, the incumbent:
    • reviews and becomes familiar with all existing contracts, contractual terms and conditions
    • assesses the need for additional contracted services compared with the opportunities to consolidate service into fewer contracts
    • collaborates with the Office of Procurement and Materials (PRMT) and the Office of Management and Budget Services (OMBS) to anticipate and initiate necessary action such as authorizing change orders for additional funding, additional time, or new contracts
    • creates workflow diagrams that outline all tasks, approvals, roles and responsibilities
    • supervises and cross-trains staff to assure the preparation and initiation of timely, accurate and complete contracts documents necessary to comply with Authority policies and procedures including requisitions, change orders, data collection and invoice management
    • approves payments and reviews monthly facility charges and financial reports for accuracy and completeness
  • Leads, coordinates, schedules, assigns, and inspects the daily work activities of assigned staff, consultants, and contractors.
  • Ensures employees are oriented in department procedures, safety practices, systems operations, and other governing regulations; reviews safety issues with employees prior to the start of projects; improves facility maintenance and operations processes where practical; and inspects and/or directs staff to inspect work in progress and upon completion to assure that repairs, maintenance, and project activities are in accordance with Authority regulations, policies, and operating procedures and practices.
  • Coaches and trains internal staff; manages employee relations; manages the workflow and prioritization of projects and work orders; measures the performance of staff and takes appropriate corrective action when necessary; provides advice and counsel to staff; produces developmental work plans for staff; implements or recommends corrective actions, discipline, and termination procedures as appropriate/necessary.
  • Professional customer service and can interface with third-party commercial and retail tenants

OTHER FUNCTIONS
  • Promotes a culture of safety, accountability, and trust across the ROCC. Maintains strong working relationships with the other Business Managers. Supports comradery across all functions of the ROCC.
  • Provides support to the department and others on matters as directed.
  • Maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate.
  • Partners with the Office of Sustainability to identify and implement operations and capital projects that facilitate long-term energy and cost savings.
  • Produces routine reports from the work order system that documents status and progress toward WMATA's goals and analyzes the work order process to uncover opportunities for improvement, including timely collection of field data, and consolidates report data for periodic presentation to management.
  • Performs design reviews; reviews plans and specifications for operations and maintenance at the 30%, 60%, 90% and ready to advertise stages; provides suggestions and recommendations for better design; analyzes operations and maintenance risk factors to determine risk and recommends methods to minimize and control risk.
  • Operates Authority vehicle between work locations to perform job duties as required.
  • Keeps abreast of latest best practices for facilities management.

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:
  • Skills and/or behavioral assessment
  • Personal interview
  • Verification of education and experience (including certifications and licenses)
  • Criminal Background Check (a criminal conviction is not an automatic bar to employment)
  • Medical examination including a drug and alcohol screening (for safety sensitive positions)
  • Review of a current motor vehicle report

Closing

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.

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