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Portland Foreside
Portland, ME, United States
30+ days ago
Member Company
Portland Foreside
Portland, Maine, United States
30+ days ago

Description

Summary

The Senior Facilities Manager (SFM) will be responsible for the full-service facility management of the growing Portland Foreside Development Company portfolio of projects and real-estate holdings. The Senior Facilities Manager will initially report to the Portland Foreside Development Company’s Director of Construction and Operations. Responsibilities include (but are not limited to) managing the maintenance and operations of numerous buildings and land assets, including communication and coordination with all tenants.  The SFM will be responsible for creating and managing annual budgets and team(s) of staff to manage a large and growing portfolio of commercial and residential real estate assets.  The SFM will be actively engaged with the Foreside Development team to assist with developing standards for building systems and incorporating operational efficiencies into the design of future assets. Strong customer service is a core function of fully satisfying the job description.

Essential duties and responsibilities include, but are not limited to:

  • Develop, maintain, and oversee a facility management plan which includes staffing needs, equipment needs, and contracted services needs for the current and future development of the mixed use, 10-acre Portland Foreside Development Master Plan and all other future properties under management
  • Develop and oversee an annual budget to maintain the facility(ies); provide monthly budget updates including variances
  • Develop a long-term maintenance and operations plan, and assist the Development Team in identifying and creating capital improvement budgets for the replacement of infrastructure that has near-term design life
  • Hiring (with HR support) a team of facilities management associates, and managing that team to oversee the facility assets
  • Assist Development Team and Design Teams with plan review for future facility infrastructure, providing input on building system selections
  • Assist Development Team with preparation of master systems specifications for the development company to ensure future systems meet operational objectives
  • Execution of all required repairs and building maintenance needed within facilities
  • Respond to facility inquiries and complaints, verify problems and take necessary corrective action
  • Remain knowledgeable regarding all operational aspects of building systems
  • Assist in energy management and green initiatives including; waste management and recycling
  • Serve as on-site point of contact for landlord’s property manager.
  • Assist with and support in the management of preventative maintenance programs, vendor management and regulatory compliance with building, fire & safety codes.
  • Ability to respond to site emergencies during and after business hours
  • Assist in the monitoring of property management services and service level expectations to ensure efficient and practical upkeep of all premises, and customer requirement
  • Schedule and document maintenance and repairs on building equipment
  • Perform regular facility inspections (floor walks): Cleanliness, damage, deficiencies, fire support equipment, lighting, HVAC, etc.
  • Maintain an inventory of basic and essential supplies and PPE. Re-order as necessary.
  • Provide process and procedures training and direction to new associates
  • Assist with measuring and reporting key performance indicators against service level agreements
  • Assist in establishing and implementing departmental policies, standards and procedures.
  • Perform periodic follow-ups of services delivered to ensure customer satisfaction and high level of service delivery.
  • Assist with MAC processes and execution of services; including furniture requirements, repairs, storage, etc., as required.
  • Work closely with Event Services staff when arranging client visits, town halls, and other functions. Support these functions as needed.
  • Update space reporting on FM Systems.
  • Prepare annual operating budget. Report on variances to the budget monthly.
  • Work closely with Leasing and Transactions staff.
    • Understand basic lease provisions, terms, and payment amounts for all leased facilities
  • Provide monthly operating report
  • Serve as on-site contact for security related matters. Ability to respond to site emergencies during and after business hours
  • Manage and schedule vendors for completion of service calls related to HVAC, mechanical, plumbing, building repairs, architectural, etc.
  • Manage and establish vendor relationships
  • Establish contracts (with legal support) for 3rd party services
  • Execute on service level agreements to insure consistent provision of services
  • Ensure customer follow-ups, administration of nameplates and signs, track work orders, and ensure timely delivery and completion of services.
  • Maintain on-going communication with contractors, tenants, and team
  • Respond and remedy any unforeseen tenant complaints and issues.
  • Report on open and closed work orders and check the status of open work orders
  • Manage service and performance of vendors for timely completion of jobs
  • Create and record appropriate written communication between all parties
  • Other duties as assigned

Competencies

  • Excellent Customer Service skills
  • Excellent communication skills both written and verbal in English.
  • Basic knowledge of accounting
  • Knowledge of HVAC and mechanical systems
  • Knowledge of IT, data closets, server rooms, tenant security process, and basic audio-visual/ web based connectivity
  • Basic knowledge of building systems and components
  • Demonstrates excellent time management and organizational skills
  • Strong problem-solving and decision-making skills
  • Keen business sense/knowledge
  • Ability to work in team and independently with little supervision
  • Ability to read and understand floor plan drawings
  • Ability to handle multiple demands and able to adapt to change
  • Ability to prioritize, schedule and run meetings with 2-10 people on various operating topics
  • Ability to communicate with various management levels at facility including executives
  • Effective communication skills for contracted vendors and tradespeople.

Specialized Knowledge

  • Bachelor’s degree in a related field or licensed tradesperson in electrical, HVAC or other building systems with a minimum 5 years of related experience.
  • FM designation or similar qualification from national FM organization
  • Familiarity with Building Automation Systems and HVAC Controls including but not limited to; Distech Controls, Johnson Controls, Honeywell and or Siemens Desigo controls systems.
  • Full competency in Microsoft Office products including Word & Excel
  • Basic working knowledge of AutoCAD software.
  • Basic working knowledge of Bluebeam or Adobe software.
  • Working understanding of corporate budgeting and variance analysis

Work Experience

5-7 years of experience in facility management or equivalent combination of education and experience.

No job description for a position can possibly include all duties which may be requested or needed by the Company in order to fulfill the intention of the position. The objective of all positions is to proactively ensure job performance is being done comprehensively. The items listed above are a summary of the major responsibilities of the position that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



Job Information

  • Job ID: 59283872
  • Location:
    Portland, Maine, United States
  • Position Title: Senior Facilities Manager
  • Company Name: Portland Foreside
  • Job Function: Facility Operations & Maintenance
  • Which of IFMA’s credentials are preferred or required in your job description?: Certified Facility Management Professional
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: H.S. Diploma/Equivalent
  • Min Experience: 5-7 Years
  • Required Travel: None
  • Region: U.S. and Canada

Please refer to the company's website or job descriptions to learn more about them.

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