Assistant Facility Manager - MITC

The Division of Capital Asset Management and Maintenance (DCAMM), which oversees over $2 billion in capital programs and projects, is responsible for capital planning, project delivery, property management, and real estate services for the Commonwealth.  We are stewards of the Commonwealth’s assets, which include 5.5 million square feet of state buildings.  As an agency, we care for the people of our state and the future of our planet.

• We work with state agencies to create and manage forward-thinking, sustainable buildings to meet the needs of the Commonwealth’s citizens and help achieve a zero-carbon future. ​
• We are partners with fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions.
• We support the growth of the Commonwealth’s economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.
• We work to expand access, opportunity, and equity to create more inclusive services, planning and outcomes for all the citizens of the Commonwealth.

Position Summary

The Assistant Facility Manager (Regional Planner III) is in the Office of Facilities Management and Decarbonization and reports directly to the Facility Manager in the Massachusetts Information Technology Center.  The Assistant Facility Manager’s primary function is to assist the Facility Manager with management of the day-to-day operations of assigned facility under his/her care and control and the stewardship of the building. The Assistant Facility Manager is the primary back up in the absence of the Facility Manager. 

Duties & Responsibilities:

• Work with the Facility Manager and the Office of Finance & Administration to develop and manage operating and capital budgets for the building.
• Prepare requests for funding and procurement, monitor the requests to ensure purchase orders are prepared by finance, encumbrances are entered, review all invoices for approval by the Facility Manager, tracks spending against the purchase orders. 
• Prepare cost allocations and billings related to the master lease for retail spaces.
• Manage building staff, which includes electricians, HVAC technicians, office support staff and janitorial vendors and co-manages all other vendors providing direct service to the facility.
• Identify training and professional development needs for each employee in the facility; evaluates the work quality of staff, contractors, vendors, and other subordinates and implements corrective actions when needed.
• Work with other DCAMM business units to ensure contracts are current and funds are available to make timely payments.
• Evaluate contracts yearly to ensure service levels follow OFMD standards and State Finance Law including prompt payment discount, procurement law and COMMBUYS purchase agreements. 
• Work in coordination with OFMD Engineering (Technical Support), Environmental (Environmental Compliance), Facility Resources (Deferred Maintenance) and IPDM (Office planning and Design) to ensure all needs of the facility are met.
• Respond and assists with after hours and weekend emergency calls involving facility needs if contacted by the Control Center.
• Work in coordination with other DCAMM business units for projects managed by ODC and Job Order Contracting.
• Interface with the Energy team to implement energy conservation measures and oversees energy conservation installations, Space Planning – space allocation for tenant agencies; Real Estate – leases, Legal- contracts, and Finance –assists with budget preparation and monitoring to ensure adequate funding levels for the operation of the facility.
• Oversee the use of supplies and the proper operation and management of the facility; ensure service contracts are in place and procured competitively with an approved state vendor and/or OSD service contract; ensures proper funding is set aside in the appropriate budget line to address scheduled maintenance.
• Ensure that all maintenance equipment is working properly; create monitoring systems or programs to detect problems as early as possible; initiates intervention to solve problems in the facilities; evaluates and enhances current systems for cleaning, repair, and maintenance of the facilities.
• Ensure the accuracy of all data included in CAMIS, PMAS, COMMBUYS and other related software.
• Ensure operational team is trained and able to use the database available to help them report and do their work.
• Meet periodically with the building occupants regarding their needs associated with occupancy in the building.
• Participate in the DCAMM Safety Committee and oversees workplace safety and compliance.
• Oversee the education and training of the workers of the establishment on the proper use and care of its equipment and other facilities.
• Develop and implement procedures consistent with office and agency policies; recommend policy and program priorities.
• Recommend continuous quality improvement practices.
• Supervise and maintain landscaping and grounds at facility using in-house staff and contractor services.
• Ensure safety of facility during snow and ice removal. 
• Supervise day-to-day building operations and maintenance.
• Prioritize tasks to ensure coverage of personnel on a 24/7, 365-day basis.
• This is an Emergency Personnel position. The employee is expected to report to work during certain Governor-declared emergencies when only Emergency Personnel are directed to report.
• Perform all other duties as required by the position.

Preferred Qualifications:

• Ability to read and interpret such documents as specifications, blueprints, and contracts, requests for proposals, equipment operation and maintenance plans, etc.
• Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished.
• Ability to gather information by questioning individuals and examining records and documents.
• Ability to use Microsoft office software: Word, Excel, PowerPoint, and other data bases.
• Ability to accomplish work objectives where few precedents or guidelines are available.
• Ability to organize work by establishing operating and/or reporting relationships and by assigning work accordingly.
• Knowledge of the principles, practices, and techniques of supervision.
• Ability to give written and oral instructions in a precise, understandable manner.
• Ability to prepare and interpret general reports.
• Ability to deal tactfully with others and establish rapport with people from different ethnic, cultural and/or economic backgrounds.
• Knowledge of the principles and practices of facility management and maintenance.

For more information about employment at DCAMM, please view our RECRUITMENT VIDEO