Assistant Facility Manager

Agency Overview

The Division of Capital Asset Management and Maintenance (DCAMM), which oversees over $2 billion in capital programs and projects, is responsible for capital planning, project delivery, property management, and real estate services for the Commonwealth. We are stewards of the Commonwealth’s assets, which include 61 million square feet of state buildings. As an agency, we care for the people of our state and the future of our planet.

• We work with state agencies to create and manage forward-thinking, sustainable buildings to meet the needs of the Commonwealth’s citizens and help achieve a zero-carbon future.
• We are partners with fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions.
• We support the growth of the Commonwealth’s economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.
We work to expand access, opportunity, and equity to create more inclusive services, planning and outcomes for all the citizens of the Commonwealth.

General Statement of Duties and Responsibilities

The Assistant Facility Manager (Regional Planner III) is in the Office of Facilities Management and Maintenance and reports directly to the Facility Manager in the Western Region. The Assistant Facility Manager’s primary function is to assist the Facility Manager with management of the day-to-day operations of the assigned facilities under his/her care and control and the stewardship of the building. The Assistant Facility Manager is the primary back-up in the absence of the Facility Manager. This responsibility includes but not limited to the following tasks:

• Manages building staff: Staff includes electricians, HVAC technicians, office support staff and janitorial vendors and co-manages all other vendors providing direct service to the facility. Ensures compliance with collective bargaining agreements; ensures employee EPRS are completed on time. Coordinates and escalates issues and concerns to the Facility Manager and HR, proposes resolution and prepares union correspondence; identifies training and professional development needs for each employee in the facility; evaluates the work quality of staff, contractors, vendors and other subordinates and implements corrective actions when needed; Coordinates the assignment of staff within the assigned facility(ies), utilizing regional resources as needed and approved by the Senior Operations Manager.
• Manages building operating budgets: Works with the Facility Manager and the Office of Finance & Administration to develop and manage operating and capital budgets for the building. Prepares requests for funding and procurement, monitors the requests to ensure purchase orders are prepared by finance, encumbrances are entered, review all invoices for approval by the Facility Manager, tracks spending against the purchase orders.
• Oversees contract services: Ensures all building contracts are in place. Works with other DCAMM business units to ensure contracts are current; funds are available to make timely payments; contracts are evaluated yearly to ensure service levels are in compliance with OFMM standards and State Finance Law including prompt payment discount; procurement law and COMMBUYS purchase agreement.
• Works in coordination with OFMM Support Teams: Works closely with OFMM Engineering (Technical Support), Environmental (Environmental Compliance), Facility Resources (Deferred Maintenance) and IPDM (Office planning and Design) to ensure all needs of the facility are met.
• Works in coordination with other DCAMM business units; ODC – capital projects underway, works in close coordination with other divisions for projects managed by ODC and Job Order Contracting. Interfaces with the energy team to implement energy conservation measures and oversees energy conservation installations. Space Planning – space allocation for tenant agencies; Real Estate – leases. Legal- contracts. Finance –assists with budget preparation and monitoring to ensure adequate funding levels for the operation of the facility.
• Oversees supply management: Oversees the use of supplies and the proper operation and management of the facility; ensures service contracts are in place and procured competitively with an approved state vendor and/or OSD service contract; ensures proper funding is set aside in the appropriate budget line to address scheduled maintenance. Ensures that all maintenance equipment is working properly; creates monitoring systems or programs to detect problems as early as possible; initiates intervention to solve problems in the facilities; evaluates and enhances current systems for cleaning, repair, and maintenance of the facilities.
• Data management: Utilizes CAMIS, COMMBUYS and other related software. Ensures operational team is trained and able to use the available databases to aid in job completion and reporting.
• Assists in the development of facility (ies) budgets; recommends and implements policy enhancements; recommends and implements DCAMM standard enhancements.
• Meets periodically with building occupants: Meets with occupants to communicate regarding the needs associated with occupancy in the building.
• In addition, the Regional Planner III oversees the education and training of the workers to establish proper use and care of its equipment; coordinates with upper management; develops and implements procedures consistent with office and agency policies; recommends policy and program priorities; and performs all other duties as required by the position.
• Participates in DCAMM safety programs and oversees workplace safety and compliance.

Duties for the Assistant Facility Manager (Regional Planner III) include:

• Ensures the proper care and maintenance of assigned facility(ies).
• Manages assigned facility specific staff.
• Reviews and prioritizes requests for work.
• Determines activities required for completion of work orders.
• Determines dates and duration of completion of work orders.
• Responds and assists with after hours and weekend emergency calls involving facility needs if contacted by the Facility Manager or Control Center.
• Recommends continuous quality improvement practices.
• Estimates the labor resources needed for completion of work orders.
• Ensures the accurate maintenance of all records and databases.
• Ensures the accuracy of all data included in CAMIS.
• Supervises and maintains landscaping and grounds at facility using in-house staff and contractor services.
• Ensures safety of facility during snow and ice removal.
• Supervises day-to-day building operations and maintenance.

License and or Certification Requirements

Possession of a current and valid Massachusetts Class II Motor Vehicle Operator’s License.

Emergency Designation

This position has been deemed as an emergency personnel position. During a declared State of emergency and in non-Emergency situations/adverse weather, it will be necessary to report to work.

• For more information about employment at DCAMM, please view our RECRUITMENT VIDEO.

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!