Facilities Project Assistant

POSITION SUMMARY

Under the direction of the Facilities Manager, the Facilities Project Assistant provides administrative and project management support to the Facilities division. The division provides property management, maintenance, custodial, and capital improvements at eleven city buildings.

The Facility Project Assistant supports the facility needs of numerous city departments to ensure safe and productive conditions for facility users and maintain facilities in good working condition. They support the Facilities Manager in managing major and minor capital improvements projects. They administratively support the Facilities Maintenance team in a wide variety of services such as property management, custodial, maintenance, repair, furniture management, and security at City facilities.

The Department of Neighborhoods includes the following divisions: Facilities, Parks, Property Management, Communications, Code Enforcement, Animal Services, and Arts Council.

ESSENTIAL RESPONSIBILITIES AND DUTIES

1. Supports Facilities Manager in strategic planning for capital improvements, preventative maintenance and operations.

1. Manages Facilities Inventory and software.
2. Monitors project budgets and spending.
3. Monitors short and long-range capital improvements and maintenance plan.

2. Provides administrative support to Facilities Manager and Facilities Maintenance staff.

1. Upholds policies and standard operating procedures.
2. Supports purchasing and accounting.
3. Coordinates staff assignments and schedules under the direction of the Manager.
4. Schedules meetings and prepares meeting agendas and minutes.

3. Supports facility maintenance and management.

1. Coordinates Facilities Job Order system and communication with requesters.
2. Monitors contracts with vendors and service providers.
3. Schedules preventive maintenance, service technicians and repair contractors.
4. Maintains schedule and records of preventative maintenance tasks and certifications.
5. Coordinates with utility service providers.
6. Coordinates furniture management and storage services.
7. Participates in city emergency management planning and execution.
8. Provides property management support to non-city building tenants.
9. Supports compliance with safety and accessibility regulations and practices.
10. Seeks opportunities to save city resources and time.

4. Assists Facilities Manager in completing capital improvement projects.

1. Supports project scoping including project needs, timeframes, budget, funding.
2. Prepares cost estimates for minor capital improvement and preventative maintenance projects.
3. Supports the procurement of design consultants and construction contractors.
4. Supports partnerships and relationships with collaborating agencies and funders.
5. Facilitates meetings with diverse groups from the community and other governmental agencies and consultants to identify needs and gather input on solutions.
6. Coordinates with facilities operations team to plan for operations and preventative maintenance of new assets.
7. Participates in design review meetings with other disciplines and with planning, building and engineering departments as required.
8. Supports approval steps with city engineers, building inspector, fire marshal, planners and other design and regulation experts.
9. Supports bidding and contracting processes in compliance with all procurement rules.
10. Supports construction management to supervise and inspect the work of contractors.
11. Monitors project budgets and schedules.

5. Provides customer service to all facility users, including staff, tenants and the public.

1. Provides timely responses and solutions to user requests and concerns, including during non-work hours if necessary. Participates in a rotating on-call response team.
2. Interfaces with the public as requested, formally and informally in a variety of settings.
3. Supports and participates in community engagement and outreach as needed.
4. Coordinates and communicates regularly with customers on maintenance, improvement projects, scheduling and relationships

6. Prepares and maintains records, reports, forms, correspondence and related documentation.

1. Maintains records on buildings and projects including designs, construction drawings and specifications, material submittals, as-built drawings, inspections, meeting notes, etc.
2. Maintains records on contracts and expenditures, revisions, bids, contracts, change orders and pay applications.
3. Maintains and archives records on property conditions and changes perpetuity.

7. Performs other duties as assigned.

MINIMUM QUALIFICATIONS

EDUCATION, EXPERIENCE, AND CERTIFICATIONS

Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying.

• Bachelor's degree from an accredited college or university in facilities management, construction management, architecture, landscape architecture, engineering, or a closely related field or one-to-one equivalent years of experience.
• Three years of increasingly responsible work experience in related fields.
• Attainment of certifications from IFM, CMP, PMP or similar professional organization is recommended.
• Public sector experience is a plus.
• Must possess a valid state driver's license or obtain one prior to employment.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of facilities management principles and best practices
• Knowledge of architecture, engineering and construction processes and best practices.
• Knowledge of pertinent local, state and federal laws, building code, and ordinances.
• Knowledge of occupational health and safety standard practices, including OSHA and ADA.
• Skill in working in multi-disciplinary groups.
• Skill in project management and construction management
• Skill in contract administration and supervising the work of consultants and contractors
• Skill in reviewing, interpreting and understanding construction plans and specifications
• Skill in budgeting, negotiation and cost control techniques
• Skill in problem solving and using independent judgment to make decisions
• Skill in working with individuals of diverse backgrounds and respecting different objectives and priorities
• Skill in communicating effectively, both verbally and in writing
• Skill in word processing, spreadsheets, presentations, graphic design, and desktop publishing
• Skill in operating ACAD or similar software is recommended
• Skill in GIS is recommended
• Skill in using office equipment and operating computers and mobile devices
• Ability to work a standard work week in city offices
• Ability to travel to and move around construction sites

PHYSICAL DEMANDS/WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met or will be encountered by an employee while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to use hands and arms to operate objects, tools or controls. The employee is occasionally required to climb, balance, stoop, kneel, crouch or crawl. The employee is frequently required to walk, sit and talk or hear. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Mental application utilizes memory for details and verbal instructions.

The employee occasionally works in outside weather conditions. Periodic local travel required in course of performing portions of job functions. The position requires leading or participating in activities that are sometimes outdoors, in public and/or in locations away from the office.