Facilities Program Manager - Maintenance West

Job Title: Facilities Program Manager

Job Summary: Responsible for overseeing facility programs and projects, capital planning initiatives, contracted services, regulatory compliance coordination, and operational support functions across assigned district facilities. This position focuses on program administration, infrastructure planning, project coordination, vendor management, and will support the operational goals of the Facilities Department. Works collaboratively with the Director of Facilities, Facility Systems Manager, Facility Operations Managers, Planning & Construction, and Director of Facility Operations to support safe, efficient, and well‑maintained facilities.

This role is intended to complement, not directly supervise or duplicate, the technical and day‑to‑day operational responsibilities of Facility Operations.

The subsequent duties outline the fundamental operations of the position and exemplify the nature of the tasks carried out. They do not encompass a comprehensive inventory of the obligations and responsibilities fulfilled in this role. The approximation of frequencies and time allocation percentages are flexible and subject to the requirements of the organization. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1. Coordinate district‑wide facility programs and operational initiatives supporting long‑term facility performance. Assist in development and implementation of departmental operational standards and procedures. Support coordination between maintenance, custodial, grounds, environmental, energy, and construction functions. Analyze operational data and program performance to identify improvement opportunities. Assist with development of district‑wide facility initiatives and operational consistency standards. Coordinate operational planning efforts with district leadership and facility teams.
  
  (Daily, 20%)
• 2. Lead CMMS program and execution. Support long‑range facility and infrastructure planning initiatives. Assist in developing replacement and upgrade plans for facility infrastructure systems and building components. Support facility condition assessments and deferred maintenance planning efforts. Coordinate capital renewal planning for roofs, building envelopes, interior finishes, and utility infrastructure. Assist in prioritizing capital improvement projects based on facility conditions and operational needs.
  
  Collaborate with Planning, Design & Construction on project planning and facility transitions. (Daily, 20%)
• 3. Provide administrative and operational coordination for facility‑related projects. Coordinate project activities between contractors, consultants, district departments, and facility staff. Support project scheduling, permitting coordination, and project closeout activities. Review project documentation, schedules, and operational impacts. Assist with transition of completed projects into district operations. Track and complete warranty close‑outs and issues. Monitor project progress and communicate updates to stakeholders. (Daily, 15%)
• 4. Administer facility‑related contracts and vendor services. Support procurement activities including bid specifications, contract documentation, and vendor evaluations. Monitor vendor performance and contract compliance. Coordinate contracted services supporting district facility programs. Review invoices, service reports, and contractor deliverables. Assist with identifying service efficiencies and contract performance improvements. (Daily, 15%)
• 5. Support financial planning and resource management efforts for Facilities Operations. Assist in development and monitoring of operational and capital budgets. Track project expenditures and maintenance‑related costs. Support budget forecasting and long‑range facility investment planning. Identify opportunities for operational efficiencies and cost savings. (Daily, 10%)
• 6. Support compliance with applicable safety, environmental, and regulatory requirements. Coordinate facility‑related compliance documentation and reporting. Assist with environmental health and safety…