Address
Form of workThe City of Roanoke is seeking a Facilities Maintenance Business Coordinator to be responsible for managing the department budget, overseeing and monitoring maintenance projects and work performed by outside contractors. The successful candidate will oversee departmental leases and contracts. This position requires a bachelor's degree in Business Administration/Management; three to five years of related experience and/or training in government procurement and management of third party contacts; or equivalent combination of education and experience. Possession of a valid appropriate driver's permit issued by the Commonwealth of Virginia.
The City of Roanoke is an Equal Employment Opportunity/AA/M/F/Disability Employer.
To elevate the performance of the organization, we are committed to respecting, celebrating, and embracing the collective mixture of differences and similarities between our employees as a rich tapestry. Our behaviors will demonstrate open communication, and we will seek opportunities to learn, recognizing and rewarding actions that promote acceptance while suspending judgment. By doing this, we will foster an inclusive, open work environment that delivers excellent service and creates a more vibrant and inviting community.
This is an exempt position.
SUMMARY
Manage all dept level tasks related to procurement of goods, equipment and services, including management of all contracts and procurements for Facilities Management & Custodial Services
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Evaluate bids and proposals and make recommendations
Hold pre-bid meetings with potential contractors as needed
Plan, organize and coordinate service and delivery from vendors, and notify contacts throughout the City when a repair or inspection has been scheduled.
Promote teamwork among staff through effective communication, motivation, goal setting and follow through; assist with other team building efforts
Responsible for maintaining records of jobs performed, departmental budget codes, actual costs and not-to-exceed amounts
Train and assist other Facilities employees and other departments' employees on internal systems (Facility Dude, Advantage)
Distribute and follow-up in response to Fire Marshal inspections with issues. Arrange for (some) needed repairs.
Keep abreast of annual legislative changes to procurement regulations
Assist director, manager and superintendent in a wide variety of tasks and projects
Participate in job interviews and assist in selection of potential employees
Procure goods and services for the effective operation of division by facilitating complex solicitations and preparing documents related to the solicitation and contract process, including writing Specifications/Scopes of Work for RFQs, ITBs and other purchases.
Prepare and provide accurate documentation to the Purchasing division
Manage all contracts for the division
Monitor department operating budget
Coordinates the encumbrance funds for capital maintenance projects
Oversees and monitors all work requests for work that is to be performed by outside vendors ensuring that cost effective in-house capabilities have been exhausted
Determines validity of requests, determines appropriate vendor for each request
Oversees departmental leases and agreements/contracts
Makes inspections of work to ensure quality and performance of vendors and contractors; inspections may include roofing, painting, carpentry, masonry, concrete, overhead door repair, appliance repair, air conditioning, electrical, plumbing, welding, mechanical, oil and gas burner repair, elevator service, rodent and insect control, burglar alarm, fire suppression system, sprinkler systems, etc.
Monitors departmental expenditures and revenues on a quarterly basis
Monitors outstanding encumbrances to ensure timeliness of payments
Prepares simple specifications, hold job showings and inspects the work of small repair and construction projects; may assist SME's (subject-matter experts) in the inspection of complex repair and construction projects
Coordinates customer service survey program
Ensure contractor/vendor compliance with terms and specifications of contracts
Schedule and oversee necessary repairs and inspections (fire alarm systems, security alarm systems, panic button systems, sprinkler/fire suppression systems, elevators, boilers, cranes and other regulatory/mandated inspections, including many specific to the Jail/Jail annex, and those found during routine fire marshal inspections); disseminate inspection reports as required.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/ or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Bachelor's degree from four-year college or university in Business Administration/ Management; three to five years of related experience and/or training in the building trades; or equivalent combination of education and experience. VCA (Virginia Contracting Associate) preferred.
SUPPLEMENTAL INFORMATION:
LANGUAGE SKILLS
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
MATHEMATICAL SKILLS
Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
CERTIFICATES, LICENSES, REGISTRATIONS
Possession of a valid appropriate drivers permit issued by the Commonwealth of Virginia.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
This is a job description and not an individualized position description. A job description defines the general character and scope of duties and responsibilities of all positions in a job classification, but it is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
