Systems & Facilities Manager in Cambridge

ABOUT THE DEPARTMENT: The Capital Building Projects Department is a new department that consolidates existing programs from the Executive Office and Public Works Department, along with new positions, to continue to deliver high-quality professional management of the City’s expanding building improvement project portfolio. The Capital Building Projects Department includes eight full-time employees, working under the Director of Capital Building Projects. Major program areas include design, construction, and system performance. This organizational structure will ensure that consideration of strategic priorities such as the Net Zero Action Plan and the Building Energy Use Disclosure Ordinance is embedded in all aspects of project lifecycles.

ABOUT THE ROLE: The City is currently seeking a facilities manager/building management professional with 10+ years of experience to join our team as Building Manager in the Capital Building Projects Department. The Building Manager is a new position who reports to the Director of System Performance & Maintenance. This position is the overall responsible person who shall manage multiple Buildings in the City and others as designated. There shall be multiple Building Manager positions when this new department is fully staffed. The Building Manager will also play a key role in all newly constructed or renovated systems in buildings that have been recently constructed under the City’s NET ZERO Ordinance and are maintained as required to ensure they continue to operate efficiently as designed. This position is also responsible for maintaining a high level of system performance of all existing City Buildings that have not recently been constructed or renovated under the Net ZERO Ordinance. This position will have a primary emphasis on the 27 current Department of Human Service Program (DHSP) sites. Projects are located throughout Cambridge. Building types include administrative offices, youth centers, classrooms, gymnasiums, and other DHSP facilities. Projects may include new construction, complete building renovations, MEP/FP upgrades, energy efficiency improvements, envelope improvements, and photovoltaic installations.

ESSENTIAL DUTIES & RESPONSIBILITIES: Under the supervision of the Director of Systems Support & Maintenance, the Building Manager will have primary responsibility for the preventive maintenance of HVAC systems, daily monitoring of the buildings via the City’s Building Management System. Respond to the required maintenance of HVAC, Elevator, Fire Suppression, electrical and plumbing systems that require monthly/quarterly/yearly maintenance using in-house and contract resources. Specific duties include but are not limited to the following:

• Co-ordination of the DHSP’s facilities management system, including oversight of the internal work order request process and maintaining partnerships with other city departments to ensure that DHSP (including Capital Buildings and DPW) is operating effectively across all its 27 sites.
• Serve as the primary point of contact for all facilities-related matters; collaborating with internal and external stakeholders including but not limited to the Superintendent of Buildings (DPW) and Cambridge Public Schools (CPS) to coordinate repairs, maintenance or otherwise necessary actions related to DHSP.
• Serve as the Department liaison/coordinator for sites for inspections and licensure compliance.
• Work collaboratively with DPW & DHSP personnel and outside contractors in the daily performance of maintaining the building systems to ensure compliance with the equipment warranty and to maintain the efficiency of the systems, many of which are NET ZERO building designs.
• Working closely with the other internal maintenance managers to ensure the operation of these systems is properly maintained. The Building Manager shall be the point person for the daily response to each building’s scheduled maintenance requirements. Some systems or equipment may require a unique or special need/maintenance. The Building Manager shall be responsible for coordinating the special or unique needs with other members of the staff in the department.
• The Building Manager shall be responsible for updating the CMMS (computer maintenance management system) to log all maintenance items required for each building system.
• Familiarity with and a working knowledge of such regulatory items as the National Fire Protection Association (NFPA) as it relates to the performance of the fire alarm system and the sprinkler system including the maintenance of same; the Massachusetts State Elevator Code as it relates to the performance and maintenance of elevators; the Massachusetts State Building Code as it relates to the performance of HVAC systems; and State Gas and Plumbing Code as it relates to boiler plants and other applicable equipment; Massachusetts Building Code as it relates to business and commercial buildings.
• Manage wayfinding, security protocols and safety practices for DHSP facilities in partnership with key stakeholders and in collaboration with appropriate departments to ensure consistent standards and compliance.
• In collaboration with other members of the department, assist with Departmental E-Governance submissions and management of capital projects as necessary.
• Ensure effective communication with management and other affected stakeholders to ensure they are kept appraised of project status.
• Support the set up of various Department events and initiatives as needed.
• Being versed in the performance of the several components of building systems such as the building envelope or roof so that they will be able to detect and identify issues/problems as they arise.
• Adjust, monitor, and provide input into computer-controlled equipment.
• Manage files on maintenance subcontractors.
• Attend weekly meetings as requested.
• Assist with coordinating consultant services.
• Perform other related duties as assigned.

This position requires experience with Computerized Maintenance and Management systems (CMMS) and Enterprise Management Systems (EAM) to provide supervision of the installation, training and implementation protocol. Provide and create overall Maintenance schedules for each DHSP building with other Building Manager(s). Review proposals, change orders, and contract amendments related to maintenance activities. Support the development of the department’s annual operating and capital budget submission. Provide mentoring to staff to help them perform their jobs better. Must have the appropriate skills to develop detailed Maintenance Schedules. Effectively collaborate with other City departments to meet multi-disciplinary goals and objectives for the environment including the Net Zero Action Plan. Employ best practices around process improvement, team management and communications. Model the City’s values and culture, and act with the highest integrity and ethics. Perform related duties as required by the Director of Capital Building Projects Department.

MINIMUM REQUIREMENTS: Education and Experience: 3+ years of experience using and updating Computerized Maintenance and Management systems (CMMS) and Enterprise Management Systems (EAM). Past experience with a Municipality or Company managing the maintenance of many buildings in the portfolio. 3+ years commercial building maintenance experience. A valid Massachusetts Motor Vehicle Operator’s License Class D is required.

Knowledge, Skills, and Abilities: Strong interpersonal skills. Strong written and verbal communication skills. Exceptional organisation skills. Demonstrated ability to work independently and manage competing priorities in a busy work environment under tight deadlines. Strong problem solving, decision making and mediation abilities. Proficiency with a variety of computer software typical to professional office environment including Word, Excel, Smartsheet, Teams, and Zoom. Strong working knowledge of Architecture, Engineering, and Construction computer software, such as AutoCAD, Revit, Bluebeam, Adobe Acrobat, and other Adobe Suite programs. High ethical standards and personal integrity. Commitment to anti-racism, diversity, equity and inclusion. The City of Cambridge’s workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.

PREFERRED QUALIFICATIONS: Bachelor’s or master’s degree in engineering, construction management, facility management or similar related field preferred. Familiarity with the Tritium/Niagara BMS systems or similar is highly desirable. Experience with state and municipal procurement laws and regulations. Knowledge and understanding of local and national building codes and standards as they relate to building design, construction & maintenance. A thorough knowledge of all aspects of public building construction in the Commonwealth of Massachusetts, particularly the construction reform law, Chapter 193 of the Acts of 2004, including the filed sub-bid laws and contractor pre-qualification requirements, and Construction Management at Risk experience with all processes and procedures. Knowledge and understanding of public building construction in the Commonwealth of Massachusetts, particularly c.149/149a and c25A as well as bidding and procurement laws and regulations. An understanding of Green Building design and construction, as well as a working knowledge of LEED, building commissioning procedures, and Net Zero buildings. Knowledge of state and federal accessibility requirements and experience designing and constructing accessible facilities. Working knowledge of capital budgeting, formal project management (including related software). LEED AP accreditation in Building Design and Construction preferred. Additional accreditations in LEED AP O&M and Passive House also preferred.

PHYSICAL DEMANDS: Work involves frequent site visits, requiring travel to and through construction zones, driving, walking, bending, squatting, reaching and stretching. Ability to access, input and retrieve information from a computer. Ability to operate office equipment including copiers, printers and scanners. Executes multiple tasks involving keyboarding, telephones, writing, bending, reaching and lifting boxes of files (up to 10 lbs.).

WORK ENVIRONMENT: Outdoors including construction sites under all weather conditions. Standard office environment, which includes fluorescent lighting and air conditioning. Busy office work environment characterized by multiple work demands from staff interaction. This position may be eligible for hybrid work under the City’s Telework Policy depending on operational needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUMMARY OF BENEFITS: Competitive health, dental, and vision insurance. Vacation and Sick leave eligible. Paid parental leave. Sick Incentive Pay Eligible. 3 Personal days. 14 Paid Holidays. Management Allowance, $2,700/year. City employee commuter benefits (T-Pass reimbursement, Bluebikes membership, EZRide Shuttle membership).

REQUIRED DOCUMENTS: Please upload the following documents to complete your application: Resume, Cover Letter.