Job Details
Description
SALARY RANGE
$100,000 - $115,000 Annually
This position manages construction and facility-related improvement projects, stakeholder coordination, contractor and vendor management, work order systems, office and furniture moves, utility tracking, and city compliance reporting. It also provides strategic leadership, risk and change management, and team mentorship. The role involves overseeing the full project lifecycle from initiation to completion, including post-project evaluation. This role supervises the Facility Project Manager and provides leadership in the Senior Director's absence.
Key Responsibilities
Construction and Project Management: Oversee and manage facility-related repair and improvement projects for the main JCCSF building and two satellite preschools.
- Work with the Department Director to define Scope of Work (SOW) and objectives for satisfactory completion of project.
- Lead cross-functional teams, drive strategic initiatives, and align projects with organizational goals.
- Oversee the full project lifecycle, from initiation and planning through execution and completion, including conducting post-project evaluations to capture lessons learned and ensure continuous improvement.
- Identify risks, develop mitigation strategies, and manage change orders.
- Manage stakeholder expectations and facilitate stakeholder meetings.
- Procure bids and coordinate timelines for projects with contractors and internal stakeholders.
- Provide bid analysis to the Department Director for final decision. Review and prepare contracts in accordance with JCCSF accounting policies.
- Utilize project management software (e.g., Smartsheet, Asana, Microsoft Project) to plan, track, and report on project tasks, timelines, and milestones, ensuring transparency and accountability throughout all project phases.
- Oversee site operations and resolve issues that may arise during the project.
Team Leadership and Mentorship: Oversee, direct, supervise, and mentor the Facility Project Manager and lead project teams.
Budget Preparation and Development: Prepare and develop project budgets to ensure financial efficiency and accountability.
- Create detailed budget plans for each project, including cost estimates and resource allocation.
- Monitor and track project expenditures to ensure adherence to the approved budget.
Work Order Systems: Manage MRI Angus (JCCSF internal facility work order system).
- Manage user accounts, provide support and training to users, track work order statuses to ensure completion goals as defined by the Department Director.
- Dispatch work order tickets to Building Engineers based on prioritization rubric as defined by the Department Director.
- Provide directions on project assignments, quality, and SOW to Building Engineers.
- Provide regular reports to the Department Director on all workorder status.
Utility Tracking: Monitor, track and provide regular metrics on consumption to identify opportunities for cost savings and efficiency improvements and so that the Director can make informed budget forecasts.
Compliance Oversight: Oversee all facility licenses and permits, tracking status and compliance, and providing quarterly reports on upcoming compliance needs to the Department Director. Primary liaison with city and state agencies.
Mailroom Operations: Manage mailroom operations, including regular mail delivery and outgoing mail functions, including supplies, procedures, and overseeing part-time mailroom support staff.
Furniture Moves: Plan and execute workspace furniture and relocation needs, ensuring minimal disruption to operations.
- Coordinating moves with stakeholders (individual staff, program support, building engineers, IT).
- Seeking directions from the Director of Operations on decision making.
Building Facility Condition: Coordinate and schedule quarterly facility walkthroughs with key leaders to evaluate facility needs.
- Track action items and ensure follow through on identified items.
- Oversee the purchasing of all furnishings (signs, doors, windows, workspace and general furniture, mechanical parts etc.).
- Additional facility, storage maintenance and compliance projects as needed.
Qualifications
- Bachelor’s degree in Construction Management, Project Management, Engineering, Business Administration, or a related field, or equivalent combination of education and experience
- 5+ years of progressive construction or project management experience, including leadership of complex cross-functional projects.
- Certification in Project, Construction, or Facility Management (PMP, FMP or similar).
- Proficiency in project management software and tools such as Smartsheet, Asana, Autodesk, and Microsoft Project.
- Experience in construction industry contracting.
- Strong budgeting and fiscal management skills, including cost estimation, forecasting, and variance analysis.
- Excellent leadership, communication, and negotiation skills, with the ability to lead teams and engage stakeholders at all levels.
- Demonstrated ability to manage risk and change, including mitigation planning and change order process.
- Experience with regulatory compliance, permitting, and working with government or municipal agencies.
- Strong analytical and problem-solving abilities, with a focus on continuous improvement for operational efficiency.
- Proven leadership and mentoring experience, including guiding junior staff, and fostering team development.
Preferred Qualifications
- Experience with utility tracking and cost-savings initiatives.
- Experience with office space ergonomics.
- Experience with the Salesforce application.
WORKING CONDITIONS
This position is based on-site at the JCCSF, working in office spaces, storage areas and mechanical rooms. While the job primarily requires on-site presence, occasional remote work may be considered depending on specific tasks and schedule needs.
PHYSICAL REQUREMENTS
Duties involve routinely walking through the project and performing other physical tasks of an office-based position. The ability to lift and carry up to twenty pounds is required. Reasonable accommodation may be made as appropriate.
STATUS
Benefited, exempt supervisory position
HOURS
Full-time
SCHEDULE
Monday – Friday, general business hours with occasional early morning hours to manage contractors. Occasional nights and weekends as needed for emergencies.
