This position is responsible for providing communication and coordination of work for the Facilities Department and all contractors by organizing and prioritizing responsibilities, resources, materials, and tasks. Responsibilities include, but are not limited to, scheduling and monitoring preventative maintenance Fleet and Facilities, Fleet Training, prioritizing work orders, ordering, receiving, and staging materials, scheduling efficient and effective use of resources, and organizing and overseeing work assignments to include administrative work. This position reports to the Operations Manager.Preventive Maintenance Management
•Schedules and tracks preventive maintenance activities including fleet.
•Assist with Coordinating inspections of buildings, to include annual inspections, and grounds to determine short and long-term maintenance needs.
•Identifies safety risks and system inefficiencies and recommends corrective action or mitigation strategies to Operations Manager.
•Maintains accurate records of maintenance schedules, procedures, warranties, and equipment specifications
Work Orders: Coordination, KPIs, and Management
•Assist with management prioritization, scheduling, and completion of facility-related work orders performed by contractors to ensure timely and efficient service.
•Collaborates consistently with the Operations Manager to coordinate and review all in-housework orders completed by Facilities.
•Assist with communicates with staff and stakeholders regarding work order status, delays, or resource needs in a timely manner.
•Assist with Ensuring accurate documentation of work performed
•Partners with the Operations Manager to review and evaluate all Key Performance Indicators (KPIs) related to work orders, ensuring alignment with and achievement of annual performance goals.
Contracted Services Oversight
•Assist with the coordination of all outside contracted work involving buildings, grounds, and athletic facilities for day-to-day operations.
•Assists with overseeing contracted projects from initiation to closeout, ensuring work aligns with scope, safety, schedule, and quality standards.
•Assist with maintaining ongoing communication with contractors, vendors, inspectors, and district stakeholders throughout the life of each project.
Building, Energy, and Life Safety Systems
•Assists the Operations Manager, as needed, in monitoring, scheduling, and optimizing building automation systems, including but not limited to HVAC, lighting, security, safety equipment, and water heating.
•Reviews, updates, and monitors access and call lists for all building intrusion systems to ensure accuracy and reliability.
Procurement and Budget Support
•Assists in the development of the annual facilities maintenance budget by assessing equipment and service needs.
•Coordinates procurement of materials, equipment, and services, including preparing specifications and obtaining quotes or bids in accordance with district policy.
•Tracks expenditures and maintains purchasing records for preventive maintenance and contracted services.
Emergency and After-Hours Response
•May respond to emergency maintenance needs during and outside of regular work hours to minimize disruption and ensure safety.
•Coordinates contractor response to emergency repair needs as necessary.
•Provides regular status updates to the Operations Manager on all emergency work until normal operations are fully restored.
Other Duties
•Performs other duties assigned by the Operations Manager.
•Maintenance and Repairs: Perform routine maintenance tasks, minor repairs, and coordinate with external contractors for larger maintenance projects.
•Safety Compliance: Monitor safety protocols, identify hazards, and ensure compliance with health and safety regulations.
•Inventory Management: Track and manage supplies, equipment, and assets, ordering new supplies as needed.
•Support Services: Assist with setting up meeting rooms and events and responding to requests from employees or tenants.
•Communication: Act as a point of contact for staff reporting facilities issues and requests, maintaining good communication with all stakeholders.
Education/ Experience:
•A high school diploma or equivalent is typically required; additional education in facilities management or a related field is a plus.
•License/Certification: Valid Georgia driver’s license and safe driving record.
•Minimum 3 to 5 years of previous experience in facilities management or a similar role is desirable.
Knowledge, Skills, and Abilities:
•Knowledge of building systems, including HVAC, MEP, roofing, and controls.
•Experience developing and managing preventive maintenance programs and vendor service contracts.
•Strong organizational and time management skills with the ability to manage multiple projects simultaneously.
•Familiarity with state and local building codes, fire codes, and inspection protocols.
•Strong communication and interpersonal skills for interacting with contractors, vendors, internal, and external stakeholders.
•Solid analytical, planning, and problem-solving abilities.
•Ability to interpret project specifications, scope documents, and vendor agreements.
•Professional demeanor, high integrity, and customer-focused approach.
Essential Physical Abilities:
•Sufficient mobility, flexibility, and balance, with or without reasonable accommodation, to travel between sites and lift or move up to 50 lbs.
•Job tasks may result in exposure to extreme cold and/or heat, chemicals, and aerosols.
•Must be available for on-call response to emergencies outside of regular business hours and some weekends.
May work an adjusted schedule for assisting in events occurring after 5:00 p.m. such as meetings/planned or unplanned events.
REQUIREMENTS INCLUDED IN THIS CLASS SPECIFICATION MAY BE SUBJECT TO MODIFICATION IN ORDER TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES WHO ARE OTHERWISE QUALIFIED TO PERFORM THE ESSENTIAL DUTIES OF THE JOB.
