GENERAL PURPOSE: Under general direction, manages, administers, and leads maintenance repair and rehabilitation projects and actual construction; ensures that projects and services are delivered within time and budget constraints and in full compliance with ST, local, state, and federal policies, procedures, rules, and regulations; organizes and leads project and service provider teams through project or service initiation and implementation; develops and manages project or service specific scopes, schedules and budgets; interfaces and works cooperatively with other Agency departments to implement and support Agency wide programs and to obtain consensus and approvals related to project or service; ensures payments to contractor/vendor are proper, timely and change management of costs is proper and well documented; manages the administration of the contracts; provides for the proper staffing of all work.
ESSENTIAL FUNCTIONS: The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. • Leads, coordinates, schedules, assigns, and inspects the daily work activities of assigned staff, consultants and contractors. • Procures consultants and maintenance service contractors; coordinates and tracks consultants' or contractors' scope of work; verifies work is completed; monitors schedules; provides timely and accurate review of capital projects; negotiates and manages scope, quality, schedule, costs, risk, personnel, consultants/contractors for maintenance service and the design and construction of major rehabilitation projects; manages project budgets; ensures all scope of work includes proper adherence to all applicable codes and design practices; negotiates and approves change orders; forecasts future work for budget and schedule purposes; manages spending and monitors expenditures of service project budgets; and presents contracts and amendments to either the Change Control Board, Configuration Review Board, Sound Transit Operation and Administration Committee or Sound Transit Board for their consideration. • Manages vendor and contractor progress including the budget and resources; maintains key project milestones; performs quality control of the work for best practices and code compliancy; manages and reallocates contract funds if appropriate; distributes plans for review by various staff; and monitors vendor/consultant work to determine if they are meeting the duties required by the scope of work. Coaches and trains staff; manages employee relations; manages the workflow and prioritization of projects and work orders; measures the performance of the division and all related staff and takes appropriate corrective action when necessary; provides advice and counsel to staff; develops developmental work plans for staff; implements or recommends corrective actions, discipline and termination procedures as appropriate/necessary. • Ensures personnel are oriented in department procedures, safety practices, systems operations, and other governing regulations; reviews safety issues with employees prior to the start of projects; improves facility maintenance and operations processes where practical; inspects and/or directs staff to inspect work in progress and upon completion to assure that repairs, maintenance, and project activities are in accordance with Agency regulations, policies, and operating procedures and practices; monitors after hours and on-call program to assure effective and reliable staff responses to planned and unforeseen incidents and repairs. • Arranges for and participates in various Division and Department meetings relative to assigned roles and responsibilities; writes project profile documents and progress reports; compiles meeting notes for follow up; becomes conversant with all facilities-relevant concepts and issues facing the Division, Department and Agency; evaluates and proposes improvements to facility operation and maintenance processes where practical including better efficiency, cost containment, quality, customer satisfaction, staff collaboration and job satisfaction. • Oversees the facilities condition assessment program, including ongoing inspections of structure and grounds infrastructure, continuous improvement of the inspection process, collecting and assessing staff and contractor feedback, ordering immediate repairs as needed, and deferring short and long range repair, replacement, and converting short and long term condition assessments into budget estimates; writes and presents executive summaries of work plans and various reports on facilities maintenance operations and activities; and assures that maintenance plans are kept current and relevant documents are on file for each facility. • Develops, improves and keeps current all relevant information of the Division's maintenance plan; designs and oversees the development of site specific spread sheets describing all relevant aspects of facility maintenance; designs and oversees the development of composite/roll-up spread sheets that provide an Agency-wide maintenance plan profile; coordinates staff tasks and manages the work order process and other requests for facilities maintenance services including prioritization of requests and scheduling facilities personnel to complete work according to expectations; provides periodic after-hours management of on-call staff; produces routine reports from the work order system that documents status and progress toward the Division's goals and analyzes the work order process to uncover opportunities for improvement including timely collection of field data; consolidates report data for periodic presentation to Operations management; assures timely and objective quality assurance inspections are acquired from staff and contractors; reviews quality assurance data for compliance with contract requirements and task assignments; develops, coordinates and oversees the facilities condition assessment program; and writes and presents executive summaries of work plans and various reports on facilities maintenance operations and activities. • Participates in and/or procures maintenance contractors and consultants involving all crafts and services; reviews and becomes familiar with all existing contracts, their terms and conditions; assesses the need for additional contracted services compared with the opportunities to consolidate service into fewer contracts; oversees and evaluates maintenance, operations, material supplier and service contractors to assure their work is completed per plans, specifications and contract terms; writes scopes of work, estimates costs of services, compiles specifications necessary for the contracting bid process; collaborates with Contract Administrators, Finance and Operations, and Business Support Services staff to anticipate and initiate necessary action such as authorizing change orders for additional funding, additional time or new contracts; creates work flow diagrams that outline all tasks, approvals, roles and responsibilities; supervises and cross trains staff to assure the preparation and initiation of timely, accurate and complete contracts documents necessary to comply with Agency policies and procedures including requisitions, change orders, data collection and invoice management; and approves payments and reviews monthly facility charges and financial reports for accuracy and completeness. • Assures adherence to Intergovernmental Agreements (IGA) with partner cities and agencies. • Serves as team leader for major rehabilitation projects performed by staff, service vendors, and contractors ensuring adherence to quality, budget and schedules; plans, prioritizes, assigns, reviews, and participates in the work of assigned staff; establishes schedules and methods for providing assigned services; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly; leads working groups to implement Agency programs; and interacts with project partners, local agencies, and jurisdictions to share knowledge, negotiate issues and develop collaborative relationships. • Performs design reviews; reviews plans and specifications for operations and maintenance at the 30%, 60% 90% and ready to advertise stages; provides suggestions and recommendations for better design; analyzes operations and maintenance risk factors using experience and knowledge to determine risk and recommends methods to minimize and control risk. • Maintains vendor and contractor records concerning work performance; prepares reports and briefings on project status, progress, changes, and items related to scope, schedule, and budget; analyzes, tracks and reports on trends in operations and maintenance and environmental impact development; develops meeting agendas and writes speaking points; and responds to and resolves inquiries and complaints. • Provides support to the department and others on matters as directed; serves as staff on a variety of committees as assigned; prepares and presents staff reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
MINIMUM QUALIFICATIONS: Education and Experience: Bachelors Degree in facility management, construction management, engineering, architecture, business administration, or closely related field and six years of experience in supervising and administering facilities management operations involving the supervision of capital programs/projects, working with stakeholders, and policy and procedures development that includes three years of staff supervisory, budgetary, and management responsibility, preferably in a transit/transportation related environment with multiple facility/office locations; OR an equivalent combination of education and experience.
Required Licenses or Certifications: Possession of a valid Washington State Drivers License.
Required Knowledge of: • Operational characteristics, services, and activities related to facilities management. • Business/industry principles and practices related to facilities management. • Building construction principles and practices including familiarity with building, plumbing, electrical, and mechanical trades. • Principles and practices of program development and administration. • Occupational hazards and standard safety practices. • Pertinent federal, state, and local laws, codes, and regulations. • Policy and procedure development. • Project management techniques and principles. • Techniques to work effectively under pressure, meet deadlines, and adjust to changing priorities. • Principles and practices of governmental budget preparation and administration. • Principles of report preparation, independent cost estimating, and contract scope preparation. • Modern office procedures, methods, and equipment including computers, mobile devices and computer applications such as word processing, spreadsheets, and statistical databases at an advanced level of proficiency. • Principles of supervision, training, and performance evaluation.
Required Skill in: • Overseeing multiple public and private service providers over a large geographic area including multiple, sometimes overlapping jurisdictional authority • Project management techniques and practices. • Procurement and contracts management. • Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports. • Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public. • Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies. • Interpreting and applying applicable federal, state, and local policies, laws, and regulations. • Critical and strategic problem solving. • Preparing and analyzing data and comprehensive reports. • Responding to inquiries and in effective oral and written communication. • Researching, analyzing, and evaluating new service delivery methods and techniques. • Applying project management and program development techniques and principles. • Working cooperatively with other departments, Agency officials, and outside agencies. • Developing and monitoring departmental and program/project operating budgets, costs, and schedules. • Demonstrating a positive customer service orientation with both internal and external clients. • Supervising, leading, and delegating tasks and authority.
PHYSICAL DEMANDS/WORK ENVIRONMENT: • Work is performed indoors and out of doors throughout the service area of King, Pierce and Snohomish Counties. • Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 50 pounds; may occasionally be exposed to dangerous machinery, extreme weather conditions, physical harm, hazardous chemicals, infectious disease, and extreme noise when conducting site visits and working in the field. • Work near/adjacent to active rail and bus lines.
The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.
It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
We are an Equal Opportunity Employer and value workplace diversity. We seek to create an environment and culture that embraces the differences of our employees. You will find an exceptionally diverse group of people at Sound Transit with regard to culture, beliefs, communication styles, and life and work experiences.
All qualified applicants are considered in accordance with applicable laws prohibiting discrimination on the basis of race, religion, color, gender, age, national origin, sexual orientation, physical or mental disability, marital status or veteran status or any another legally protected status.