Facilities Maintenance Analyst II

The Analyst II, Facilities Maintenance, reports directly to the Vice President of Facility Management and provides secondary support to the Vehicle Maintenance department as needed to ensure alignment across both operational areas. This position is responsible for administering to the maintenance department via Oracle budget and procurement support, project management assistance, 3rd party property management liaison, contract renewal support, and other assigned facility maintenance related duties.

WHAT YOU'LL BE DOING

Note:

The duties and primary responsibilities below are intended to describe the general content of and requirements of this job and are not intended to be an exhaustive statement of duties.

• Financial Systems & Budgeting Support:
  Provide end-user support and training for Oracle financial systems; assist in budget preparation, tracking, reconciliation, and reporting for capex and opex.
• Coordinate the management of Facilities Maintenance budget. Monitor and assist in the development of each capital and operating expense budget: track expenses per category, provide current status, produce reports based on department performance indicators; gather and enter data, generate reports for senior management meetings, and prepare documents as requested.
• Invoice & Procurement Management:
  Ensure timely payment of invoices, support procurement processes, and manage purchase requisitions and contracts. Responsible for reviewing and ensuring timely payment of invoices for goods and services provided to the Vehicle and Facilities Maintenance departments.
• Facilities & Asset Oversight:
  Support planning and reporting for facility projects, contract renewals, and purchase order management.
• Strategic Planning & Benchmarking:
  Contribute to Facilities Life Cycle Planning, strategic initiatives, and support the development of dashboards and benchmarks for equipment replacement and repairs.
• Vendor & Stakeholder Coordination:
  Liaise with facilities managers, property managers, project managers, facilities coordinators, vendors, and associations; coordinate service provider evaluations and performance reviews.
• Project & Records Management:
  Assist with project documentation, Board resolutions, and ensure accurate recordkeeping via SharePoint and compliance with retention policies.
• Operational Support & Inspections:
  Provide operational and administrative support for Facilities Maintenance, Public Facilities Maintenance, Park & Rides, and property management by coordinating service requests, facilitating communication with vendors, and ensuring timely follow-up on tasks and documentation.
• Agency Alignment & Continuous Improvement:
  Support strategic goals, participate in training, and contribute to process improvements and customer service excellence.
• Support Capital Metropolitan Transportation Authority’s Safety Management Systems (SMS) process by ensuring staff follows safety and security policies, considers safety in every action, and ensures safety and security concerns are reported.
• Perform other duties as required and/or assigned.

WHAT YOU BRING

• Bachelor’s degree in Business Administration, Administrative Services, or related field. Additional experience may be substituted on a year-for-year basis up to four (4) years.
• Three (3) years progressively responsible experience in administrative office management, asset management experience, as well as financial system experience required.
• Working for a government and/or corporate owner preferred.
• Experience with Enterprise Asset Management Systems, Computerized Maintenance Management Systems, and Integrated Workplace Management Systems preferred.

Knowledge, Skills and Abilities:

• Proficient with software related to word processing, spreadsheet preparation, and financial applications software.
• Strong analytical skills to analyze problems and identify solutions to intermediate budgetary problems concerning capital projects, task order contracts, and operating accounts.
• Demonstrated knowledge with tracking department expenses, preparing purchase requisitions, budget, status reports, managing contracts and projects, and maintaining a complex filing…