The City of Portsmouth is seeking a highly skilled Facilities Operations Manager to oversee the maintenance, operations, and stewardship of municipal facilities. This is an exciting opportunity to make a meaningful impact by ensuring safe, efficient, and well-maintained public buildings that service the community every day.
Starting salary range: $102,873.86- $125,043.81 a year per the Professional Management Association (PMA)
Hours:37.5 hours per week.
Schedule: Monday-Friday; 7:30am-4pm
We encourage you to apply even if you don’t satisfy every single bullet point on this list.
The City offers a generous compensation and benefits package that includes retirement paid time off including vacation holidays medical & dental insurance flexible spending account professional development career growth longevity incentives and more!
NATURE OF WORK
The incumbent is responsible for management, and administration of the Public Work’s custodial, and maintenance staff. Work includes planning, organizing, and direction of facility operations and maintenance activities related to City’s municipal buildings with the exception of the School Department. This position includes plan reviews, inspections, startups and procurement of new facilities. The position provides advice, leadership, and recommendations to other City Departments and their related facilities.
SUPERVISION
Incumbent reports to the Director of Public Works, the Facilities Director, or their designee. Work is performed in accordance with standard practices and previous training, with substantial independence in planning, scheduling, and organizing work activities. Incumbent uses judgment to solve problems by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines, and priorities. Technical and policy problems or changes in procedures are discussed and resolved in collaboration with their supervisor.
ESSENTIAL JOB FUNCTIONS
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
1. Responsible for ensuring the City’s facilities are maintained, remain clean, and deficiencies are addressed in a timely manner.
2. Utilize, maintain, and train staff on current computerized maintenance and management systems (CMMS).
3. Develop and track maintenance programs for all City municipal facilities.
4. Develop analysis and database tools to assist operational staff in tracking and operating systems.
5. Update and track software upgrades necessary to keep systems operating optimally.
6. Plan, prioritize, assign, supervise, and review the work of facility staff.
7. Develop Standard Operating Procedures and staff training related to all facilities. Hold training sessions for groups and individuals.
8. Determines parts needed to make repairs. Prepares purchase order requests for such parts. Maintains the inventory of those parts deemed vital to facility operations.
9. Maintains job-related files (electronic and paper), records of drawings, maintenance records and other facility documentation.
10. Assists in the planning and maintenance of City-wide security systems including evaluation of gate and card controllers, security cameras and other security network upgrades in collaboration with IT staff and in accordance with current Federal, State and industry standards.
11. Utilizes word processing, spreadsheet, database (the City has VueWorks and GIS systems in place currently), and presentation software to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections where applicable.
12. Coordinates the employment of outside vendors, engineers, technical consultants and staff when necessary; participates in and runs facility and project meetings when necessary.
13. Coordinates with the Engineering and Technical services groups to assist in the development of capital improvement plan projects, planning functions, and suggested operational improvements.
14. Establish, maintain and foster positive and effective working relationships with co-workers and all others contacted in the performance of assigned duties.
15. Supervises staff; conductions weekly meetings with staff, foreman, and at remote facilities if necessary; gives direction and guidance, reviews operations, discusses concerns, and answers inquiries; provides input to personnel issues including interviewing, hiring, and discipline.
16. Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for, and monitor and control expenditures.
17. Utilize appropriate safety procedures and practices for assigned duties.
18. When necessary, responds to after hour calls or to emergency situations; participates in emergency preparations for storms, hurricanes, and/or security operations.
19. Perform other facilities related duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
An incumbent in this position consistently demonstrates a(n)...
1. Thorough knowledge of the principles, practices, and standards governing facility maintenance, building operations, asset management, and regulatory compliance.
2. Knowledge of principles and practices of project management, including design, consultant management, project estimating, contract administration, scheduling, inspection, and close-out.
3. Strong negotiation, leadership, motivation, teambuilding, conflict management and dispute resolutions skills.
4. Demonstrated ability to lead and develop staff through training, coaching, performance management, and the appropriate application of progressive discipline.
5. Working knowledge of enterprise software applications, including Microsoft 365, graphic and presentation software, and relational database systems, with the ability to leverage technology to support facility operations, project management, and administrative functions.
6. Ability to establish and maintain effective working relationships with residents, co-workers, subordinates, employees in other municipal departments and City officials.
7. Ability to communicate easily and appropriately with the public, City staff, and government officials at all levels.
ENVIRONMENT, WORKING CONDITIONS, PHYSICAL AND MENTAL EFFORT
Incumbent works in office settings, remote facility locations, and outdoors where there may be exposure to cold or inclement weather. Operates a variety of equipment, machinery, and tools used in department projects/activities, which may include a utility truck, handheld calculator, multimeter, mechanics tools, drafting instruments, electrical testing instruments, two-way radios, and/or general office and computer equipment.
MINIMUM REQUIRED QUALIFICATIONS
The ideal candidate will have a high school diploma or equivalent required (GED). An Associates Degree in Facilities Management, Construction Management, Engineering, Business Administration, or a related field is preferred. Professional certifications related to facilities operations, maintenance, project management, or building systems are highly desirable.
Candidates must possess a minimum of fifteen (15) years of progressively responsible experience in facility operations, maintenance, construction, and infrastructure management, including at least five (5) years of supervisory or management experience directing staff, contractors, budgets, and operational programs.
An equivalent combination of education, training, certifications, and experience may be accepted at the discretion of the City.
(The above descriptions are illustrative. They are intended as guides for personnel actions and are not complete itemizations of all facets of any job.)
DISCLAIMER
The essential functions and duties described herein are normal for this position. They are intended as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similarly related or a logical assignment to or extension of the position. Other duties may be required and assigned by the supervisor. The City of Portsmouth is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. The City is committed to providing access to equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services programs, and activities. To request reasonable accommodation, contact our Human Resources Director by phone 603-610-4478.
APPLICATION SPECIAL INSTRUCTIONS
Finalist must complete pre-employment screening, drug testing, & background check.
