PURPOSE OF THE JOB
Maintain and optimize all main campus office buildings by leading maintenance and engineering staff, managing maintenance and repair projects, administering facility service and building-system vendors, and defining and executing a prioritized deferred maintenance roadmap. Support employees by ensuring their work environment is safe, well maintained, and positive.
REQUIRED QUALIFICATIONS
Required Work Experience
- 3 years of management or supervisory experience
- 3 years of project management experience
- 5 years of experience in facilities management, construction, asset management, or a related position
Required Education
- Associate degree or higher
Required Licenses
- Valid Arizona driver license with an acceptable driving record
Required Certifications
PREFERRED QUALIFICATIONS
Preferred Work Experience
- 5 years of management experience
- 8 years of experience in facilities management, maintenance, and building systems
- Experience operating a multi-building corporate office campus, including rooftop HVAC, central plant, electrical, and plumbing systems
- Experience planning and executing major building-system replacement programs and multi-year deferred maintenance backlogs
- Experience managing a portfolio of facility service vendors and the associated operating budget
Preferred Education
- Bachelor’s degree in business administration, engineering, construction management, or a related field
Preferred Licenses
Preferred Certifications
- IFMA Facilities Management Professional, FMP
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES
CAMPUS OPERATIONS AND MAINTENANCE
- Manage all facets of main campus facilities operations and maintenance, including site, electrical, plumbing, HVAC, building envelope, roofing, irrigation, and interior finishes.
- Oversee on-demand and preventive maintenance service requests through the department’s work order and computerized maintenance management system, including response time, dispatching, on-time completion, closeout, and quality of work.
- Direct the daily workload and dispatch of maintenance and engineering staff and maintenance contractors across all main campus buildings.
- Oversee the operation of building automation and building management systems that control HVAC and lighting, including sequencing, setpoint standards, and alarm response.
- Maintain and install kitchen, cafeteria, and breakroom equipment, including refrigeration, walk-in units, ice machines, dish and warming equipment, exhaust hoods and hood suppression systems, and grease traps. Workplace Development manages the dining services program and vendor relationship.
- Oversee utility account operations, meter readings, and consumption tracking for water, gas, electricity, and solar generation. Report consumption trends to support operating and capital planning.
- Serve as the facilities point of contact for building occupants, administrative staff, and key building personnel to ensure issues are managed promptly and effectively.
- Deliver and document safety training for facilities and support services staff.
- Maintain contractor safety compliance on campus.
- Serve as the facilities point of contact for building incidents and service disruptions, escalating significant events to the Director.
TECHNOLOGY SPACE ENVIRONMENTAL SUPPORT
- Maintain the environmental and power infrastructure serving campus main distribution frame, intermediate distribution frame, and telecommunications rooms. This responsibility is limited to the facility infrastructure supporting these spaces. Information Technology owns the equipment housed within them.
- Support uninterruptible power supply and power distribution unit infrastructure, including preventive maintenance, battery monitoring, replacement planning, load and capacity tracking, and coordination of vendor testing.
- Maintain leak-detection systems serving technology spaces, including sensor testing, alarm verification and response, and coordination of remediation for water intrusion events.
- Monitor temperature, humidity, and alarm conditions in technology spaces through the building automation system.
- Respond to environmental alarms affecting technology spaces.
- Coordinate with Information Technology on planned maintenance windows, cooling and power capacity for equipment additions, and after-hours environmental incident response.
DEFERRED MAINTENANCE AND CAPITAL PLANNING
- Own the main campus deferred maintenance backlog.
- Identify, document, and maintain a complete inventory of deferred work, including condition, risk, and cost estimates.
- Prioritize the backlog using consistent criteria, including life-safety and code exposure, business disruption risk, asset condition, remaining useful life, operating cost impact, and remaining occupancy horizon.
- Define and maintain a multi-year deferred maintenance and building-system replacement roadmap.
- Sequence work based on annual operating and capital funding and campus occupancy decisions.
- Develop and present funding recommendations, cost-benefit analyses, and risk-of-deferral positions for capital expenditure improvements to the facilities.
- Plan and manage major building-system replacement programs, including packaged rooftop and split HVAC units, cooling towers, boilers, electrical distribution, and roofing.
- Report roadmap progress, completions, additions, and remaining backlog value on a scheduled basis.
INSPECTIONS, CODE, AND COMPLIANCE
- Conduct walkthroughs of all campus buildings and grounds to identify housekeeping, safety, appearance, and service issues.
- Create and route corrective work orders based on walkthrough findings.
- Conduct summary-level building inspections covering shared areas, restrooms, mechanical spaces, exterior areas, parking areas, and vendor service quality.
- Conduct detailed quarterly building inspections covering building-system conditions, life-safety equipment, water systems, code and permit status, and deferred maintenance findings.
- Document inspection results and incorporate relevant findings into the deferred maintenance backlog.
- Coordinate zoning and building-code compliance with city, county, and state agencies, including permits, inspections, and occupancy requirements.
- Manage the regulatory and preventive maintenance program and related documentation, including fire alarm and sprinkler systems, pre-action systems, fire hydrants, hood suppression, elevator permits, backflow prevention, drywell, and grease trap compliance.
- Review and communicate site inspections, facility audits, emergency preparedness plans, and related reports to senior management.
- Coordinate with Security on site events, access needs, and evacuation planning.
- Recognize that Facilities does not own or operate the corporate security function.
VENDOR AND CONTRACT MANAGEMENT
- Manage the campus facility service vendor portfolio, including janitorial, landscaping, pest control, waste and recycling, window cleaning, and parking lot sweeping.
- Define vendor scopes of work, service levels, performance expectations, and corrective actions.
- Manage building-system service vendors, including HVAC and mechanical, elevator, fire and life safety, generator, and building automation vendors.
- Oversee vendor scope definition, quality, and preventive maintenance report review.
- Work with Procurement to source, compete, and renew facilities contracts.
- Actively participate in the request-for-proposal process.
- Track contract expiration and renewal dates.
- Supervise the preparation of contract and purchase order documentation.
- Review and approve requisitions for facilities-related purchase orders, vendor contracts, and subcontractor contracts.
- Coordinate with property management on landlord-performed work, building access, and scheduled service.
- Administer facility leases, including tracking lease terms, critical dates, renewal and expiration notices, escalations, and shared-area maintenance charges.
- Oversee lease payment processing and tracking in coordination with the facilities finance coordinator, Finance, and Accounts Payable.
- Reconcile landlord billings to lease terms.
- Maintain lease documentation and correspondence of record.
- Serve as the day-to-day point of contact for property managers and landlord representatives.
- Participate in facility inspections and commissioning activities.
- Provide consulting input on lease-related facility conditions. The Director retains responsibility for property purchase and lease negotiation decisions.
PROJECT MANAGEMENT
- Manage maintenance and repair projects for all main campus buildings, including building-system repairs and replacements, unique maintenance issues, and new equipment installations.
- Coordinate closely with Workplace Development on design, construction, furniture, space planning, and move activities affecting campus buildings.
- Recognize that Workplace Development manages capital construction and personnel relocation projects.
- Maintain project documentation, reports, as-built drawings, warranties, and closeout records for facilities-managed work.
BUDGET AND FINANCIAL MANAGEMENT
- Manage the annual operating budget for assigned areas of responsibility, including planning, forecasting, spend management, and variance explanations.
- Manage the requisition, purchase order, and invoice pipeline for assigned areas of responsibility in coordination with the facilities finance coordinator, Procurement, and Accounts Payable.
- Identify opportunities to achieve administrative and operating efficiencies while maintaining service levels.
STAFF MANAGEMENT
- Supervise campus maintenance and engineering staff and a facilities project manager.
- Hire employees, assign work, provide coaching, and support employee development.
- Conduct employee reviews based on current job descriptions.
- Plan and implement employee development activities.
- Approve timesheets, staff schedules, paid time off, and overtime.
- Maintain adequate staffing coverage across campus buildings.
- Cross-train staff to provide coverage across buildings, systems, and shifts.
OVERALL RESPONSIBILITIES
- Maintain positive relationships through effective interpersonal, communication, and customer service skills.
- Communicate and coordinate effectively with staff, senior leadership, peers, vendors, and contractors.
- Oversee day-to-day departmental administration.
- Coach and motivate staff to make effective use of their experience and skills, including safety training.
- Monitor quality performance measures.
- Develop and maintain effective workflows.
- Maximize system and operational efficiencies.
- Manage corporate funds, including budgeting, financial management, and reporting.
- Identify opportunities to achieve administrative efficiencies while maintaining service.
- Participate in strategic planning activities.
- Contribute to departmental and cross-functional teams to achieve organizational goals and support future success.
- Coordinate activities among multiple divisions to achieve desired results.
- Work with Human Resources and other departments to support the strategic initiative of maintaining a Healthy Campus.
- Support the organization’s core value of maintaining a heritage of service through community involvement.
- Participate in the facilities on-call rotation and serve as the after-hours escalation contact for campus building-system failures, vendor service failures, and facility emergencies.
- Direct after-hours response and escalate significant events to the Director.
- Respond on-site outside normal business hours when conditions require.
- Work a full-time, on-site schedule at the Phoenix main campus.
- Work at least 40 hours per week, plus additional hours as requested or needed to meet business requirements.
- Perform all other duties as assigned.
REQUIRED COMPETENCIES
Requ
