Project Manager, Facilities

City-of-Ocala,-F; Ocala (FL); On-site; USD 60,000 - 75,000; Full time

Job summary

The City of Ocala is seeking a Project Coordinator in Facilities Maintenance to plan, coordinate, and monitor capital and noncapital projects within established timelines and budgets. This role collaborates with multiple departments and uses available resources to support the City's strategic goals and reports to the Facilities Maintenance Dept Head.

Responsibilities include permits management, coordinating with design professionals, scheduling inspections, attending hearings, and supporting

Qualifications

• Associate's degree in business or public administration, or related field.
• Minimum of three years’ experience managing construction projects.
• Equivalent combination of training and experience may be substituted.

Responsibilities

• Create and maintain accurate project timelines to ensure on-schedule completion.
• Manage building construction permits for facilities projects.
• Coordinate with design professionals on code requirements and approvals.
• Schedule inspections for facilities projects.
• Monitor budgets and control expenditures to avoid overruns.
• Prepare reports identifying delays and coordinate resolution.
• Attend public hearings and pre-construction meetings.
• Collaborate with Procurement on proposals, bids, and contracts.
• Assist with grant applications and reporting.
• Perform additional related duties as assigned.

Skills

Project coordination

Budget management

Regulatory compliance

Interdepartmental collaboration

Communication

Education

Associate's degree in business or public administration or relevant field

Job description

This position is responsible for planning, coordinating, and monitoring capital and noncapital projects according to predetermined timelines and budgets. This position works closely with multiple departments and other project team members to help manage all resources to achieve the City's strategic goals, objectives, and expectations. This position reports to the Facilities Maintenance Dept Head.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Helps create and manage an accurate timeline of project completion to ensuretasks/projects are finished on schedule.
2. Helps manage all building construction permits for facilities maintenance projects. This position works closely with Facilities Director, City Engineer, Building Services Director, and One-Stop Permit Manager.
3. Coordinates with design professionals regarding state and local code requirements, and multiagency application approvals.
4. Manages the scheduling of various inspections related to all facilities maintenance projects.
5. Assess all facilities maintenance projects to identify lessons learned and develop strategies to improve future outcomes.
6. Helps with budget management to ensure that a project gets done without excessive spending.
7. Ensures that complaints from contractors or staff are addressed and resolved promptly.
8. Prepares and analyzes reports to identify permits or projects that are experiencing delays in review and coordinates with review staff to finalize.
9. Attends public hearings, meetings, and pre-construction conferences concerning projects.
10. Works closely with Procurement staff concerning proposals, bids, and contracts.
11. Assists the Facilities Dept Head with grant applications and grant reporting and monitoring.
12. Perform any other related duties as required or assigned.

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

• An associate's degree from an accredited college or university in business or public administration, or another appropriate field.
• Must have three (3) years of experience in managing construction projects.
• Equivalent combination of training and experience may be substituted for education.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

• Must possess a valid Florida Driver's License with an acceptable driving record.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

• Project Management

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

Annual Budget: $0

SUPERVISORY RESPONSIBILITIES

Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

This position will directly supervise 0 employees. This position may indirectly supervise 11 employees.

ANALYTICAL ABILITY / PROBLEM SOLVING

DIRECTED. Supervisory and/or professional skills using structured practices or policies and directed as to execution and review.

PLANNING

With regard to general assignments in planning time, method, manner and/or sequence of performance of own work. CONSIDERABLE RESPONSIBILITY. In addition, the organization and delegation of work operations for a Group of employees engaged in Widely diversified activities.

DECISION MAKING

Performs work operations which permit opportunity for decision-making of minor importance. FREQUENTLY. Performs work operations which permit opportunity for decision-making of major importance. FREQUENTLY.

COMMUNICATION SKILLS

Ability to write reports, business correspondence, and policy/procedure manuals; Ability to effectively present information and respond to questions.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret and extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

SUPERVISION RECEIVED

Under general direction, working from policies and general directives. Rarely refers specific cases to supervisor unless clarification or interpretation of the organization's policy is required.

MENTAL DEMAND

INTENSE; Operation requiring sustained directed thinking to analyze, solve, or plan highly variable, administrative, professional, or technical tasks involving complex problems or mechanisms.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTER

Regular use of highly complex machines and equipment; specialized or advanced software programs.

ACCURACY

Probable errors would normally not be detected in succeeding operations and could have serious effects in relationships with patrons and/or with the operations of other segments of the organization. Frequent possibilities of error would exist at all times.

PUBLIC CONTACT

Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of extreme importance and failure to exercise proper judgment can lead to substantial losses to the organization.

EMPLOYEE CONTACT

Contact with other departments or offices and also frequently with individuals in middle level positions; consulting on problems that necessitate judgment and tact, plus frequent contact with senior level internal officials.

SOFTWARE SKILLS REQUIRED

• 10-Key Basic
• Accounting Basic
• Alphanumeric Data Entry Intermediate
• Contact Management Basic
• Database Intermediate
• Enterprise Resource Planning Basic
• Human Resources Systems Intermediate
• Payroll Systems Basic
• Presentation/PowerPoint Advanced
• Programming Languages None
• Spreadsheet Advanced
• Word Processing/Typing Advanced

PHYSICAL ACTIVITIES

• Stand Frequently
• Walk Frequently
• Sit Regularly
• Use hands to finger, handle or feel Regularly
• Reach with hands and arms Occasionally
• Climb or balance Frequently
• Stoop, kneel, crouch or crawl Frequently
• Talk or hear Regularly
• Taste or smell Occasionally

WEIGHT LIFT REQUIREMENTS

Up to 10 pounds

VISIONREQUIREMENT

Specific vision abilities required by this job may include: Color vision (interpreting color software screens or reports; work duties that require the ability to identify and distinguish colors).

ENVIRONMENTAL CONDITIONS

• Work near moving mechanical parts (spinning shafts, engines, lifts, etc.) Occasionally
• Work in high, precarious places (tall structures, bucket lifts, extension ladders, etc.) Occasionally
• Fumes or airborne particles (painting, sanding, solvents, flying lint or dust particles, etc.) Frequently
• Toxic or caustic chemicals (including potential for chemical spills, etc.) Occasionally
• Outdoor weather conditions (exposure to outdoor heat, cold or inclement weather) Occasionally
• Wet or humid conditions (not weather-related, such as greenhouse, carwash, etc.) Occasionally
• Extreme cold (not weather-related, such as freezer, cold storage, etc.) Occasionally
• Extreme heat not weather-related, such as furnace, kitchen, ovens, etc. where temp is regularly above 100 degrees F) Occasionally
• Risk of electrical shock (live electrical wires, equipment that retains power after shutoff) Never
• Work with explosives (TNT, dynamite, nitroglycerine or other related explosives) Never
• Risk of radiation (x-ray equipment, nuclear radiation, electromagnetic radiation, etc.) Never
• Vibration (jack hammer, soil compactor, equipment that creates high vibration, etc.) Never

The noise level in the work environment is usually Moderate (business office with computers/printers, light traffic, etc.)

ADDITIONAL INFORMATION

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).