Facilities Support Manager

About the Job

This position serves in the Facilities unit within Housing and Residential Life (HRL) and provides support for 12 residential buildings. The Facilities Support Manager monitors the service level agreement between Facilities Management and Housing and Residential Life; manages all HRL furniture, fixtures and equipment inventory; manages a number of facilities-related projects; and manages service and supply contracts. Work is performed under the direct supervision of the Director of Housing Facilities.

• Work is typically performed inside, but occasionally, will need to go outside or into confined spaces. Work requires significant mobility and interaction within multiple building locations on a daily basis. This is an in-person position.

• M-F In-person 8hr shift between 7:00am and 4:30pm

Service Level Agreement Oversight (40%)

• Acts as liaison between university departments and building occupants for all service level agreement questions, concerns, needs, requests and work orders
• Leads regular building walkthroughs to assess existing conditions and perform custodial and maintenance inspections to ensure expectations of the service level agreement are met
• Routinely monitors the performance of the service level agreement between Facilities Management and Housing and Residential Life and identifies needed improvements or adaptations
• Guides prompt action to resolve service concerns for scheduled work tasks or unexpected conditions occurring at residence halls or apartments that are received from a resident, guardian, guest, university employee, or outside vendor
• Communicates the roles, responsibilities, commitments, service standards, and financial obligations of the service level agreement with affected university employees at various levels
• Frequently reviews custodial and maintenance work tasks, work reports, and financial statements for efficiency and accuracy
• Collaborates with Facilities Management to develop strategies to accommodate disruptions caused by building system malfunctions; communicates the disruptions to building occupants
• Collaborates with HRL mid-level managers representing Operations and Residential Life to coordinate details of transitions during academic breaks and between academic year and summer work flows
• Design, develop and facilitate facilities-related training for Housing and Residential Life employees
• Acts in lieu of the Director of Housing Facilities when necessary

Furniture, Fixtures and Equipment Procurement (30%)

• Is the primary point of contact for furniture, fixture and equipment used in offices, resident rooms, apartments, lounges, game rooms, sport courts, and additional multi-use public spaces
• Creates and implements standard operating procedures for the management of furniture, fixtures and equipment
• Develops and implements the acquisition and replacement schedule for furniture, fixtures and equipment
• Collaborates with Purchasing Services on the sourcing, bidding, evaluation, and award of furniture, fixture and equipment items; develops product specifications
• Prepares purchasing requisitions for smaller purchases, replacements, and repairs
• Leads the delivery of furniture, fixtures and equipment and coordinates installation, relocation, and related activities with Facilities Management and selected vendors
• Monitors deliveries to ensure compliance with purchase specifications and identifies and addresses shortages, damages, and other discrepancies; provides corrective oversight if necessary
• Creates and maintains records pertaining to furniture, fixtures and equipment; records changes for lost, stolen, damaged, and destroyed assets, as well as surplus sales
• Adheres to guidelines for acquisition, maintenance, retention and disposition of assets and associated records
• Interacts with the University Capital Equipment Manager to ensure assets are accounted for and reported according to policy; assures completion and submission of the annual asset inventory for furniture, fixtures and equipment; and rectifies or provides documentation for variances
• Leads the process to modify or replace furniture, fixtures and equipment for those who need accommodations for access
• Establishes and maintains vendor relationships

Project Management (25%)

• Develops and maintains detailed project schedules and work plans
• Collaborates with Facilities Management, Capital Project Management, and Conference and Event Services during project planning to ensure effective…