Space & Facilities Specialist

1 month ago

Pittsburgh, Pennsylvania, United States U.S. Courts Full time
Understands and adheres to guidelines, policies, procedures, and internal controls related to space and facility projects and building maintenance. Negotiates service contracts, and prepares significant, complicated and high value purchase orders.
Prepare specifications, solicitations, and Requests for Quotes in accordance with the estimated dollar value of the procurement. Obtain and review competitive bids, quotes, and proposals from vendors and contractors, as required. Process and sign purchase orders and contracts for the purchase of products and services. Provide contract administration and oversight and track expenditures. Review, evaluate, verify, and forward invoices for payment processing.

Responsible for planning, estimating, and scheduling of construction and alterations and repairs to building operational equipment, facilities, and utilities.

Responsible for planning, estimating, and scheduling of cyclical maintenance projects throughout court occupied spaces.

Provide project management for office design and construction projects within the district and participates in project planning and design meetings.

Schedule, attend, and participate in project meetings as a representative of or advisor to the court's management team.
Coordinate layout of courtrooms and chambers with individual judicial officers.

Coordinate design and space layouts to departments and divisions at all office locations and ensures that the offices interests are coordinated with Administrative Office (AO) space requirements and are communicated to contractors, sub-contractors, and GSA personnel.

Coordinate project security issues with the U.S. Marshals Service.
Schedule and coordinate moves of departments, divisions, and judges' chambers related to facility changes.
Monitor project work. Assess, document, prioritize, and respond to project problems. Prepare progress reports and provide update briefings to appropriate judicial officers and management. Work with the GSA and/or project architects to ensure project completion. Plan and coordinate finishes for facility spaces. Work with independent project consultants.
Provide interior design material and color selection advice on court refurbishment projects.
Maintain work schedules, determine manpower requirements and inspect the work to ensure construction compliance until project completion.
Establish and maintain sound professional relationships with suppliers. Resolve issues (e.g., pricing, quality, timing, claims, contract disputes, etc.) associated with terms and conditions of service agreements. Identify and maintain documentation of vendors and sources of supply for goods and services. Negotiate with vendors for the best price over contracted services and purchases.
Receive or inspect deliveries and provide invoices/packing slips to appropriate persons on all procured items.

Monitor, coordinate, and react to day-to-day facilities management issues, which may involve structures, building systems, technology, grounds, security, and space planning.

Participate in facilities and space planning budget process to ensure adequate funds are available and/or requested to meet the needs of the office on individual projects.

Negotiate project costs and analyze proposed projects to ensure budget constraints are followed.
Adhere to the Guide to Judiciary Policy regarding procurement practices and the courts' internal controls procedures. Remain knowledgeable of latest federal government guidelines on procurement practices and facility maintenance.

Maintain project files related to specific building projects and general files related to facilities management, space planning, building maintenance, etc.

Ensure files are in compliance with the Guide to Judiciary Policy.

Coordinate the annual review and updates to the Occupant Emergency Plan (OEP); provide building evacuation training and evacuation monitors training; Keep information relevant to OEP on court's web site up to date.

Keep floor warden rosters up to date and posted in appropriate locations. Identify individuals with mobility needs and ensure a plan is in place. Coordinate building evacuation drills with GSA; perform duties of the Occupant Emergency Coordinator as stated in the OEP. Coordinate continuity of operations plan (COOP) reviews, gather information from supervisors and managers for updates needed to the COOP. Participate in building Facility Security Committee meetings.
Perform other duties as assigned.

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