Operations Coordinator

Alutiiq, LLC; Wideopen; On-site; GBP 67,000 - 89,000; Full time

Job summary

Alutiiq, LLC seeks an experienced transition specialist to support moving major rehab and construction turnover into operations and maintenance. The role requires coordinating with the Project Director, Facility Manager, and QA teams to ensure a smooth handover, including training and documentation.

You will manage turnover checklists, assist LE staffing, and help schedule and validate PMs, warranties, and CBM activities. Strong communication and problem-solving are essential.

Qualifications

• Bachelor’s degree or 8 years of equivalent experience in design, construction, and facility management.
• Ability to work independently and in a team to deliver high-quality work on schedule.
• Proficient in MS Office and database software for office information.
• Knowledge of construction technology principles and industry standards.

Responsibilities

• Support transition of CSCP and MCS projects from construction to operations and maintenance phases.
• Coordinate with QA, CxA, FM, and post sections to align handover activities.
• Track turnover checklists, manuals, as-built drawings, and PM schedules in CMMS/ILMS.
• Assist in staffing LE positions and training for facility management teams.
• Monitor PMSCs, service contracts, and procurement for substantial completion.
• Prepare inventories of tools, spare parts, and diagnostic equipment for maintenance.
• Assist in drafting the Facilities Maintenance Handbook and warranty management program.
• Attend and support commissioning activities and warranty investigations.

Skills

Independent work

Team player

Verbal and written communication

Critical thinking

Problem solving

Time management

Cross-functional collaboration

Attention to detail

Adaptability

Education

Bachelor’s degree in architecture, engineering, construction management, business, or related field

Equivalent experience with 8 years in design, construction, and facility management

Tools

MS Office

Office software knowledge

Job description

Provide expertise, advisement, coordination, and recommendations during the transition from the construction phase of the Capital Security Construction Program (CSCP) and the Maintenance Cost Sharing (MCS) Major Rehabilitation Program projects to the operation and maintenance phase of the facility in support of the Bureau of Overseas Buildings Operations, Office of Facility Management (OBO/OPS/FAC), and Construction Management (OBO/CM/CM). The incumbent's primary duties are to assist the Project Director (PD) and the post Facility Manager (FM) in transitioning CSCP and MCS projects from construction to operations and maintenance activities. This position requires coordination among the PD’s on-site Quality Assurance (QA) staff, the Government Commissioning Authority (CxA), FM, and various post sections. The role necessitates a performance period of approximately two years for each project location, although the deployment period may vary due to modifications in the actual construction schedule. In the first year, the OMTC engages in a full range of critical construction support services and technical coordination until substantial completion of construction projects. The OMTC will support the Facility Management Section by assisting in the coordination and preparations required to transition to the warranty management phase successfully. The OMTC collaborates closely with the domestically based Facility Asset Manager and reports directly to OBO/OPS/FAC to promote practical support for facility operations, maintenance programs, and agency-specific operations.

SPECIFIC DUTIES

• Provide routine reports every two weeks using a standardized format based on the Quick Reference Guide (QRG), the O&M Turnover Checklist for Building Acceptance (40 point Checklist), and the O&M Project Transitions Milestones, focusing on updates related to transition activities for the Facility Asset Manager for OBO/OPS/FAC reporting.
• Review and become familiar with the project’s Staffing Recommendations for the Post Operations and Maintenance report. Provide updates on the status of hiring all recommended Locally Employed (LE) staff positions for Facility Management necessary to maintain the new facilities. Collaborate closely with the FM to ensure that personnel are aligned and available for the contractor’s training and demonstration sessions as well as the commissioning agent’s enhanced systems training.
• Track the progress of Preventative Maintenance Service Contracts (PMSCs) and other selected service contracts to ensure their establishment before substantial completion. The FM will utilize the OBO/OPS/FAC template documents for preventative maintenance service contracts, which will be modified to align with the project’s systems and equipment and cost estimates. Coordination with the PD’s on-site QA personnel will be necessary to ensure contracts are established to commence service by the project’s substantial completion date. Conduct market research to identify general costs, service providers, and other manufacturer-certified sources.
• Utilize the Quick Reference Guide (QRG) to develop an inventory spreadsheet checklist that conforms to the contract specifications, ensuring the contractor appropriately supplies and manages all spare parts.
• Collaborate with the Facility Manager and Facility Asset Manager to finalize the comprehensive master list of specialized tools, diagnostic test equipment, and spare parts necessary for the maintenance of the new facility. Monitor FM procurement actions leading up to substantial completion and post-completion activities. Provide logistical support in scheduling deliveries, offloading and maintaining inventory receipts, validating items and quantities, and coordinating storage. Assist in validating inventory items for inclusion in the post’s Integrated Logistics Management System (ILMS) regarding spare parts, diagnostic testing equipment, and specialty tools.
• Verification of receipt and acceptance of contractor deliverables as indicated in the project’s O&M Turnover Checklist for Building Acceptance, including spare parts, O&M manuals, as-built drawings, manufacturer’s literature, and set up of equipment data and PM schedules in the Computerized Maintenance Management System (CMMS).
• Track and review contractor-provided training and demonstration sessions to Facility Management Locally Employed (LE) Staff. Develop a spreadsheet based on the requirements in the contract specifications for contractor-provided training to ensure all training is received. Coordinate with Facility Management LE Staff to attend these sessions.
• Work closely with the FM and Facility Asset Manager to identify additional specialized training opportunities for key Facility Management LE Staff. Will evaluate the training program and vendors and make recommendations to the FM. Coordinate logistical support and validate budget for additional Facility Management LE Staff training.
• Participate in commissioning activities and witness the CxA commissioning of equipment, systems, etc. Will monitor the commissioning schedule spreadsheet and track activities. Coordinate with Facility Management LE Staff to attend these activities.
• Survey and coordinate the installation of interior and exterior equipment barcodes at new facilities. Scan all equipment barcodes to display unique information aligned with the CMMS/COBie Template for each piece of equipment. Work with the Facility Asset Manager to facilitate the supply of barcodes and scanners, whether contractor furnished or Government-furnished.
• Participate in the regularly scheduled on-site project meetings to discuss scheduling, work progress, commissioning activities, and closeout items
• Monitor and track the contractor’s completion of construction deficiencies (punch list items) and assist in coordinating the contractor’s warranty management program. Coordinate with the contractor’s warranty manager to address all warranty items within the required timelines.
• Assist in drafting the post’s Facilities Maintenance Handbook, which will contain criteria and historical data for managing an operations and maintenance program. The information should include data on new construction and required legacy facilities.
• Assist the FM during the facility move-in process, including escorting duties.
• May participate in the eleven-month warranty inspection and review process to evaluate equipment and system performance.

Required Qualifications And Experience

CLEARANCE LEVEL: The clearance level (Secret or TS) optional crypto clearance will be identified in the task order request.

Required Qualifications

A Bachelor’s degree in architecture, engineering, construction management, business, or a related field, or equivalent experience, which could be gained through four years of projectmanagement. The candidate can present a compelling case for their qualifications by highlighting eight (8) years of successful experience in the design, construction, and facility management sectors with reputable companies. This effectively demonstrates equivalent knowledge and skills gained through practical experience, allowing the hiring manager to consider the candidate's application despite the candidate's lack of a formal degree.

• Ability to work independently and as part of a team dedicated to delivering high-quality work on schedule.
• We seek a tech-savvy individual with intermediate computer skills in office automation software, including MS Office and various database software for office information.
• Knowledge of construction technology principles and industry practices is essential.
• Familiarity with applicable codes and industry standards is also required.
• Critical thinking skills and the capacity to work independently are crucial.
• Effective verbal and written communication skills and the ability to collaborate effectively with cross-functional teams are necessary.
• The ability to adjust communication style to suit different audiences is essential.
• The capability to resolve highly complex problems using substantial technical knowledge, logical reasoning, and interpretation is required.
• Experience in reviewing and interpreting plans and specifications for medium to extensive, complex facilities is expected.
• Strong problem-solving and analytical abilities, with the capacity to assess complex technical issues and propose practical solutions, are needed.
• The candidate must be self-motivated, willing to accept responsibility, and follow up on commitments.

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Excellent Multi-tasking And Organizational Skills Are Essential.

• Due to daily interactions with management and engineering personnel, strong problem solving, organizational, time management, and communication skills are crucial.
• The ability to work with minimal supervision, adapt to changing directions, and remain flexible in addressing urgent situations as they arise is essential.
• Must be accurate, detail-oriented, and proactive in identifying potential issues.
• A team player with a willingness to learn is desired.
• Following up with engineering personnel to ensure deliverables and deadlines are met is required.
• The ability to maintain a full-time work schedule with consistent in-person attendance is mandatory for this position.
• Ability to interact professionally with individuals of diverse backgrounds and skill levels is necessary.

Physical Requirements

• Ability to navigate work sites, including walking, standing, and climbing ladders or stairs.
• Flexibility to bend, kneel, or crouch, especially when inspecting installations or troubleshooting.
• Capacity to lift and carry moderate weights, generally 25 to 50 pounds.
• Occasional lifting of heavier items may be necessary.
• Capability to work in various environments, such as offices, construction sites, and industrial facilities.