Contract Manager - Buildings and Facilities Maintenance
City of Ormond Beach
Ormond Beach, FL
Permanent
Full-time
14 days ago
Summary:This position performs highly responsible management, coordination, communication, direction and administration of multiple service contracts for the overall building, facilities maintenance and facilities renewal and replacement operations of the City. A wide degree of creativity and latitude is expected. Work is performed under the general administrative direction of the Leisure Services Director.Essential Duties and Responsibilities:Delivers high-value services to the City by providing a systematic service contract administration approach to service contract development, review, evaluation, implementation, coordination, organization, mediation, enforcement, compliance and performance management.Assists in the preparation, review, and administration of service contract proposals for buildings and facilities maintenance.Manages all contracted services for City buildings and facilities by developing Requests for Proposals (RFP), participating in contractor selection, reviewing proposals to assure they meet the specifications, recommending and submitting to City Commission for approval for contract award, administering the contract and the monitoring of contractors' performance to assure the services purchased are being delivered.Assesses contractor performance with field staff, if applicable.Works with contractors to develop and maintain an environment in which the contractor can succeed in delivering high-quality public services on time at the agreed- upon cost.Provides oversight of the facilities maintenance and parks departmental budget.Prepares, enters and processes purchase orders for commodities and services that exceed $2500, including checking for completeness, accuracy, funding availability and conformance with the City purchase ordinance.Reviews and/or prepares agenda items relating to service contracts that require City Commission approval.Maintains master contract files, ensures insurance certificates, bonds, licenses, and other contract-related documents are current.Monitors and documents the completion of services, timely submission of required reports from contractors, reviews contractors' payment requests for correctness, processes approved payment requests expeditiously.Facilitates communications between private contractors and City personnel, troubleshoots problems, answers information requests, service issues related to building and facilities maintenance.Performs regular inspections for appearance, cleanliness, safety, and to identify maintenance and repair needs of the City buildings and facilities.Develops and maintains division budget and financial management activities, develops operational work plans with goals and objectives for areas of responsibility.Performs regular building and facility assessments to be used in preparing annual replacement and renewal budgets and preventative maintenance schedules.Develops, implements, and maintains City's replacement and renewal budget.Coordinates work activities and programs with other City programs and projects.Makes procedural and operational recommendations to the City's administration through the department director. Responsible for the division's compliance with City and departmental administrative rules and regulations.Supervises subordinate employees assigned to the building maintenance division.May direct and/or participate in interdepartmental training, safety and coordination activities.May provide representation from the City to regional, local or civic groups involved in technical or civic matters.Performs other job related functions as needed.Supervisory Responsibilities:May be required to supervise subordinate employees assigned to the Building Maintenance Division. Carries out supervisory responsibilities in accordance with the City's policies and applicable laws.Education and/or Experience:Bachelor's degree in Business Administration or a closely related field supplemented by three (3) years' extensive responsible experience in contract management, experience in all phases of facilities maintenance management or an equivalent combination of training and/or experience.Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Possession of a valid Florida Operator's license.Knowledge of methods of sound management as related to service contract management for facilities maintenance.Knowledge of the methods, practices, procedures and equipment used in the construction, maintenance and repair of buildings and facilities.Knowledge of effective supervisory techniques.Strong computer skills with a background in Microsoft Office Suite.Complete working knowledge of hazards and safety precautions during performance of work.Knowledge of a variety of the fields' concepts, practices, and procedures.Ability to lead and direct the work of others.Ability to keep and submit accurate records.Ability to meet attendance requirements.Ability to work independently and exercise extensive independent judgment.Ability to read, interpret and understand sketches, diagrams, blueprints and charts.Ability to communicate effectively, both orally and in writing, with contractors, subordinates, co-workers, supervisors and the public.Ability to establish and maintain effective working relationships.Physical Demands:The physical demands described here are representative of those that must be met by an employee to successfully meet the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Ability to access and inspect all types of municipal buildings and facilities visually. Ability to work long hours often under adverse weather conditions.Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.