Property Manager

Boston; Boston, Northern (MA, KY); Hybrid; USD 85,000 - 120,000; Full time

Job summary

The Boston Fire Department's Facilities Maintenance Division is seeking a facilities manager to oversee contract administration, design, construction, and ongoing maintenance of city facilities. You will coordinate with in-house staff and outside contractors, manage budgets, and ensure project compliance with city policies.

The role requires strong leadership, extensive knowledge of building systems, and the ability to multitask across multiple projects while maintaining high service standards.

Qualifications

• Bachelor’s degree in architecture, construction management, engineering, business administration, or related field with 3 years of contract administration experience.
• Strong understanding of building systems: HVAC, electrical, data, plumbing, fire alarm, and roofs.
• 2+ years in a management/leadership role.
• Excellent oral and written communication and interpersonal skills.
• Willingness to cover nights, weekends, and holidays for emergencies.
• Valid Massachusetts driver's license.
• Proficient with MS Office, Google Suite, Word, Excel, and asset management systems.
• Flexible and able to multitask and work independently.

Responsibilities

• Develops and administers facility design, construction, maintenance, and related contracts; monitors compliance and budgets.
• Maintains files and budgets, supports forecasts and long-range planning.
• Identifies deficiencies, coordinates repairs with staff or contractors, and reports status.
• Manages in-house projects, coordinates work to minimize disruption and transfers files on completion.
• Works with City of Boston personnel on capital projects and provides project input.
• Coordinates moves and changes, liaises with IT and other service providers for smooth transitions.
• Assists in developing standards and protocols, reviews plans for compliance and updates.
• Acts as liaison between end users and contractors; analyzes structures and suggests improvements.
• Performs research and prepares informational materials for staff meetings.
• Meets with contractors, consultants, vendors, inspectors, and utility personnel on sites.
• Maintenance leadership may assign additional duties as needed.

Skills

Contract management

Facility management

HVAC

Electrical systems

Plumbing

Data systems

Budgeting

Leadership

Communication

Microsoft Office

Driver's license

Education

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

Tools

Asset Management Systems

Google Suite

Excel

Word

Internet

Job description

Under the direction of the Facilities Director, performs various types of facilities management duties to support the design, construction, and operation of the Boston Fire Department’s Facilities Maintenance Division.

• Develops and administers facility design, construction, maintenance, and related types of contracts; monitors contract compliance, budgets, and payments; negotiates and monitors contracts and services of outside firms to ensure compliance with specifications, timelines, and City ordinances and policies.
• Maintains files and history, including plans, as-builts, specifications, project correspondence, maintenance contracts, financial information and other historical data. Maintains budget data, provides information for budget forecasts (short- and long-range).
• Identifies deficiencies in building systems, diagnoses system failures, coordinates repairs with facilities staff and/or outside contractors, and reports repair status to the Facilities Director and end users. Follows up on repairs and ensures work is completed effectively and efficiently.
• Manages in-house projects, ensures facilities staff and/or outside contractors are scheduled and prepared to complete their respective work safely, properly phased with as little disruption as possible. Transfers project information to building files upon completion of work.
• Works cohesively with City of Boston personnel on capital construction projects. Aids them in the development and execution of the project by relaying pertinent information and departmental procedures that may affect the project.
• Coordinates moves and changes within departments, provides move plans to moving contractors or facilities division personnel, and coordinates with other service providers (e.g., information services) and with those being moved to provide minimal disruption of service and a smooth transition.
• Assists in the development of Department standards and protocols, reviews plans, specifications, construction in progress and completed projects for compliance with standards, products, and methods. Periodically reviews standards and protocols and makes recommendations for updating as needed.
• Acts as liaison between end users and contractors on projects and building repairs, serves as a technical resource for departments on building and site-related issues, and performs analysis of existing structures and presents strategy for improvement. Responds to department inquiries for information, works to support resolution of issues regarding facilities operations.
• Performs research on a variety of subjects including products, materials, construction methods, management systems, codes, building services, and other facilities-related topics. Prepares informational materials and makes related presentations to staff.
• Be able to meet with contractors, consultants, vendors, architects, inspectors, and utility personnel on BFD sites and assist with relevant institutional knowledge.

This is not a comprehensive list of duties. Maintenance Division leadership may assign additional duties as seen to be required for Department operation.

• Any combination equivalent to: a Bachelor’s degree in architecture, construction management, engineering, business administration, or a related field, and three (3) years of contract administration and facility management experience.
• Must possess a strong understanding of building systems, including HVAC, electrical, data, plumbing, and fire alarm, fire protection, building envelope, foundations, and roofs.
• Two plus (2+) years in a Management/Leadership role.
• Must have good oral and written communication skills, interpersonal skills using tact, patience, and courtesy.
• Must be available nights, weekends and holidays in the event of an emergency situation or previously planned work that may affect the health and safety of Fire Department personnel, the general public and/or Department operations.
• Strong leadership and relationship-building skills.
• Strong interpersonal skills and problem-solving ability.
• Proven record of providing excellent internal and external customer service.
• Must have good oral and written communication skills, and interpersonal skills using tact, patience, and courtesy.
• Must possess and maintain a valid Massachusetts driver’s license.
• Computer skills: Microsoft Office, Google Suite, Word, Excel, Internet and Asset Management Systems.
• Ability to be flexible in order to meet operational needs and deadlines.
• Ability to work independently and multitask.

CORI & SORI CHECK REQUIRED

PRE-EMPLOYMENT DRUG TEST REQUIRED

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade: SENA/MM1-9

Hours per week: 35