Facilities Coordinator (ManagementAnalyst II)

  • City of Tacoma
  • Tacoma, Washington
  • Mar 29, 2019
Full Time Facilities Management Management
  • Salary: 69992.00 Annually
  • Salary Top: 89731.20
  • Phone: 253-591-5400
  • Apply By: Apr 12, 2019

Summary

The City of Tacoma, Public Works Department, Facilities Division, is recruiting for an appointive full-time position to provide planning, consultation and support to the Facilities Division Tenant Improvement Program, Deferred Repair & Replacement Program, and Capital Projects; as well as providing general project management support to Facilities Maintenance and Operations involving a variety of internal and external organizations. We are seeking an outgoing, highly motivated person who is interested in diverse and challenging facilities-related projects and tasks. The Facilities Division manages approximately 50 existing buildings and facilities, providing project delivery for a wide range of projects; including planning, energy efficiency, building systems, remodels/renovations, and new construction

Job Description

Responsibilities include:

  • Assist in various aspects of project implementation and management.  Work closely with project lead to assist in the definition of project requirements, including scope, schedule and budget.  Work closely with project team, consultants and stakeholders to conduct studies and reports. 
  • Organize and track project schedules, budgets, and status information for the full project portfolio.  Provide performance reports and communications to all levels of City staff and management, including executive-level and external stakeholders.
  • Provide contracting oversight, including assistance and participation in the development of vendor solicitations and selection process, coordination of vendor proposals, customer approvals and creation and execution of contracts in the City's procurement system.  Coordinate vendor payments, contract changes and amendments.
  • Provide planning, scheduling and sequencing of projects, including coordinating with customers throughout General Government, in-house design and labor resources, and external vendors and contractors to ensure that small renovation & maintenance projects, space reconfigurations, employee/contractor moves, and procurement of furnishings are completed efficiently and effectively. Assist in the establishment of permitting requirements, documentation and approvals. 
  • Coordinate and track customer requests for facility planning and workspace moves.  Respond to customer concerns or requests for information regarding facility projects.
  • Support data management in the Facility Condition Assessment database and maintenance work order system, tracking and updating systems with completed projects and revised information. Conduct site assessments and operational reviews to ensure accurate and up-to-date information.
  • Coordinating with customers and vendors to ensure procurement and installations are completed efficiently and effectively, according to expectations.  Coordinate tracking and routing of contractor submittals and request for information to be reviewed by Architectural/Engineering team.  Coordinate project as-builts, warranty information, and operations & maintenance manuals.

Job Requirements

DESIRED QUALIFICATIONS:

  • Four-year degree from an accredited college or university;
  • or Associates Degree with three-years' experience in project management and/or operations support, data management, business process analysis, and reporting;
  • or Five-years' experience in project management and/or operations support, data management, business process analysis, and reporting;
  • Technical certifications related to facility management, program/project management, and/or facility maintenance operations desired;
  • Ability to understand facility drawings, standards, codes, and manuals for reference desired;
  • Efficient computer operation and ability to administer applications, programs and databases desired;
  • Effective problem solving and decision making desired;
  • Effective oral and written communications desired.


LICENSING, CERTIFICATIONS AND OTHER LEGAL REQUIREMENTS
There may be instances where individual positions must have additional licenses or certification. It is the employer's responsibility to ensure the appropriate licenses/certifications are obtained for each position.

  • Depending upon assignment a WA driver's license may be required.
  • Individuals may have to pass a background check depending upon assignment

 Knowledge & Skills:COMPETENCIES:

Analysis:  
Use data and information in a clear and rational process to assess and understand issues, evaluate options, form accurate conclusions, and make decisions. Gather, assemble, analyze and evaluate facts to draw logical conclusions and make proper recommendations and prepare clear, concise, and comprehensive written reports which require displaying and presenting statistical, graphical, and other reporting methods to audiences of varying technical sophistication.
 
Research:  
Effectively identify, collect, organize and document data and information in ways that make the information most useful for subsequent assessment, analysis, and investigation. Compile and maintain reports, records and various other forms of pertinent information in an organized and professional manner.
 
Problem Solving
Use intelligence, common sense, hard work and tenacity to solve particularly difficult or complicated challenges. Employ expertise, credibility, and effective partnering to help clients identify, evaluate and resolve complex or sensitive issues, problems and service needs.

Communications Effectiveness:  
Effective verbal and written communication, including compilation of reports, presentations and records; and interacting respectfully and sensitively with individuals and groups to develop and maintain productive relationships and achieve results. Makes excellent customer service a high priority, responding to changing customer needs, and helping customers implement complete solutions.
 
Professionalism:  
Conduct all assignments in a professional and timely manner. Work with confidentiality and discretion. Maintain professional skills that apply to all aspects of field of assigned specialty through continued education and/or training. Remain current by reading and interpreting applicable ordinances, rules, regulations, policies and procedures.

Program Management
Appropriately prioritize and concurrently provide guidance and consultation on multiple programs, integrating many factors into decisions, and ensuring that work progresses toward achieving goals and objectives.

Special Instructions

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

Additional Information

Selection Process & Supplemental Information:Interested individuals should complete an online application and attach a resume and cover letter that includes major responsibilities and accomplishments related to this position
Applicants who have the strongest backgrounds related to the responsibilities of this position will be invited to participate in the interview process. Appointment is subject to passing a background check.

Communication from the City of Tacoma:
We primarily communicate via email during the application process. Emails from cityoftacoma.org and/or governmentjobs.com must be placed on your safe domain list to ensure that you receive notifications in a timely manner. As a precaution, you may also want to check your junk email folders.

The online application system requires you to enter a substantial amount of information. Be prepared to spend at least an hour entering information. In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

For assistance with the NEOGOV application process or questions regarding this job announcement, please contact the Human Resources office at (253) 591.5400 by 4:00pm of the closing date on the job announcement. This will allow us to assist you before the job announcement closes.

Our City:
With a population over 200,000, Tacoma is the second largest city in the Puget Sound region, gracing the shores of Commencement Bay. We are a diverse, progressive, international city that serves as a gateway to the Pacific Rim and the rest of the world. Named one of the most livable areas in the country by Livability.com, Tacoma and the surrounding area is a playground for outdoor and maritime enthusiasts. Our businesses are vibrant, our parks are beautiful, our schools are exceptional and our housing is affordable.

When you work for the City of Tacoma you'll enjoy a healthy work/life balance, the potential for flexible schedules with some job classifications, continuing education programs, leadership pathways, wellness incentives and a total rewards benefits program. We welcome you to take a look at our website and discover how the City of Tacoma can make your next career move part of our combined destiny:

http://www.cityoftacoma.org/

http://www.traveltacoma.com/

http://www.cityoftacoma.org/newhires

The Principles that Guide Us:
Tacoma, the City of Destiny, has a workforce of dedicated, talented employees with unique skills and perspectives. We embrace innovation and strive for excellence and community engagement. The Principles that Guide Us speak to the values that we embody as City of Tacoma employees, and represent the core of our work in public service. 

City of Tacoma Recruitment:
One of the primary goals of the Equity and Empowerment Initiative is for the City of Tacoma workforce to reflect the community it serves. We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work, and play.