Facilities Manager
JOB TITLE: Facilities Manager
REPORTS TO: Business Operations Manager
FLSA: Salaried - Exempt
JOB SCOPE:
Under the direction of the Business Operations Manager, the Facilities Manager supervises, directs, trains, and assists maintenance staff in all aspects of the maintenance of Ventura Harbor including: coordinating procurement of equipment and services, working with the District’s commercial tenants, produce reports on Maintenance Department activities for the Board of Commissioners, and coordinating with all Department Managers to identify and meet their Departments’ maintenance needs; performs related duties as required.
SUPERVISION RECEIVED/EXERCISED:
Receives administrative direction from the Business Operations Manager to maintain all District facilities, buildings, grounds, and other assets. Exercises supervision over maintenance personnel and activities. Works with District tenants with regards to addressing the maintenance responsibilities of the District.
ESSENTIAL FUNCTIONS: (include but are not limited to the following)
Maintaining Port District Facilities
- Regularly inspects District properties and assets and prepares written documentation of:
- Potential hazards and unsafe or deteriorating conditions in order to prevent injuries to staff, the public at large or damage to property.
- Provides recommendations of maintenance and capital investments required to maintain safe operations and services within the District
- Prepares monthly reports for the Board of Commissioners on Maintenance Department activities
- Prepares recommendations for budgetary requirements for facility maintenance related items and coordinates with Capital Project Manager and Business Operations Manager for inclusion in Fiscal budget.
- Supervises the maintenance and repair of District facilities, grounds and equipment.
- Ensures city, country, state and federal regulations relating to the conduct of the Maintenance Department and any contractors working for the Maintenance Department are met at all times.
- Coordinates improvements to the landscape design elements throughout the Harbor, architectural features to the commercial buildings at Harbor Village, and tenant related improvements.
- Ensure proper working order of all vehicles, electrical units, cranes and equipment under the care of the department.
- Ensures a designated alternate is available on-call when absent (sick, vacation, or other).
- Initiates recommendations and carries out projects that improve and/or reduce Facilities Manager Page 2 of 4 Revised: August 30, 2021 operating cost, improve department performance, and/or improve District facilities.
- Meets regularly with the Business Operations Manager, General Manager, and/or Capital Projects Manager to informally inspect the Village to identify maintenance and landscaping needs and to put forward recommendations.
Tenant Relations
- Develop and maintain the respect and goodwill of all District’s commercial tenants through effective communication, impartiality, and providing quality service.
- Interacts with District tenants to address maintenance issues that are the responsibility of the District.
- Responds to tenant reports of maintenance problems and relays information to other departments as needed.
- Reviews tenant alteration requests for compliance with District needs, do not negatively affect District assets, ensures consistency with the terms of the lease, and provides insight regarding possible construction permitting requirements.
- Regularly monitor and work with tenants where maintenance activities may result in potential hazards, unsafe conditions, or have business impacts.
- Regularly monitor and assess tenant activities for potential hazards, unsafe conditions, and/or violations of lease and work with tenants to remedy those issues.
- Oversees preparation of suites for new tenants and/or other tenant improvements.
Supervising the Maintenance Staff
- Providing leadership and mentorship to ensure that the Facilities Maintenance Department (Department) staff are adequately trained, equipped, and motivated so that the maintenance program can be accomplished in a safe, timely and cost effective manner.
- Plans, supervises, directs, trains, and assists Department staff in their daily work.
- Coordinates and assigns daily job assignments, sets expectations for quality and timeliness, and ensures accountability of staff performance.
- Monitoring completion of tasks to ensure standards for quality, safety, and efficiency are met.
- Provides updates on new programs, safety, and company news to Department staff
- Keeping records of day-to-day maintenance and service activities undertaken within the harbor facilities
- Reviews Service Requests, determines priority and assigns to specific workers.
- Reviews Time Cards and requests for Time Off and ensures necessary staff coverage.
- Prepares Annual Performance Reviews for Maintenance Department staff.
- Through training and mentorship, provides opportunities for staff development and promotion.
- Assisting the hiring process for maintenance personnel.
Procurement of Equipment and Services
- Determines if maintenance tasks should be done in-house or contracted out.
- Coordinates with Capital Project Manager on procurement and contracting of outside services. Oversees the conduct of outside service work performed for the Maintenance Department.
- Reviews and approves contracts within designated District approved dollar range
- Arranges the purchase of supplies, materials, parts, equipment, and contracted services.
- Obtains quotes, estimates, and/or bids.
- Monitors ongoing projects to ensure that they stay within budget.
- Approves invoices for payment.
- Works with Capital Projects Manager to ensure necessary permits are obtained before work begins.
- Meets with professional services, Architects, Engineers, etc. providing assistance to develop specifications, plans for the District
QUALIFICATION GUIDELINES:
Knowledge, Skills, and Abilities:
(The following are a representative sample of the KAS’s necessary to perform essential
duties of the position.)
KNOWLEDGE OF:
- Practices, techniques, and methods of facilities, grounds and equipment maintenance and repair.
- General construction methods, including principles of design and engineering, particularly relating to:
- HVAC and climate control systems
- Plumbing
- General civil/structural building engineering
- ADA requirements for public facilities
- Asphalt/concrete maintenance/repair
- Commercial building fire/life safety systems
- The marine environment
- Principles of leadership, supervision, and motivation.
- Safety principles and practices as it relates to OSHA requirements.
- Problem Solving
- Cost estimation & budget processes.
- Record keeping and filing.
- Microsoft Office software for preparation of project reports and financial tracking.
ABILITY TO:
- Supervise, perform, and train staff on a wide variety of maintenance activities including those for commercial buildings, harbor facilities, docks, grounds, equipment and vessels.
- Organizes, coordinates, and designs training programs.
- Maintain effective relationships with the public, tenants and fellow employees. Facilities Manager Page 4 of 4 Revised: August 30, 2021
- Effectively verbally communicate with staff and tenants.
SKILL TO:
- Safely and effectively operate a variety of maintenance and construction equipment, tools, and materials
- Operate an office computer and applicable software.
- Negotiate procurement and service contracts.
EXPERIENCE, EDUCATION LICENSES, AND CERTIFICATIONS:
- Any combination of experience and education equivalent to a high school diploma and ten years’ experience in the field of property/facility maintenance with emphasis on commercial properties.
- A working knowledge of commercial building electrical, plumbing, construction, and other trades including an understanding of the City of Ventura’s building permitting process.
- A minimum of five years’ experience in leading a team of staff with budgetary responsibility.
- Experience with contract responsibility is highly desirable.
- Valid Class C driver’s license.
- The ability to communicate in both English and Spanish is highly desirable.
PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:
The person in this position works both in an office environment and out-of-doors. Position requires sitting, standing, walking on level and slippery surfaces, reaching, twisting, turning, kneeling, bending, stooping, squatting, crouching, grasping, and making repetitive hand movement in the performance of daily duties. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near vision in reading/writing correspondence and using a computer as well as far vision when inspecting work and operating assigned equipment. Acute hearing is required when providing phone and personal service. The need to be able to lift, carry, and push tools, equipment, and supplies weighing 50 pounds or more are also required. The incumbent in this position works both indoors and outdoors in all weather conditions, including wet, hot, and cold sometimes with extreme sun exposure. The incumbent may use cleaning and lubricating chemicals, pesticides, or herbicides, which may expose the employee to fumes, dust and air contaminants. The nature of the work also requires the incumbent to climb ladders, use power and noise producing tools and equipment, drive motorized vehicles and heavy equipment, work in heavy vehicle traffic and marine conditions and often work with constant interruptions.
Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
This position description is not a contract, and it is not intended to show every detail of the duties and responsibilities of the job. It is provided only to supply a general idea of what the position entails.