Facilities Maintenance Coordinator

Minimum Qualifications

Graduation from high school or equivalent and four years of experience in building/ facility and  equipment maintenance; or any  equivalent combination of related training and experience. 

A valid Florida Driver License is required and a Motor Vehicle Record that meets the requirements of Alachua County policy # 6-7; Motor Vehicle Records will be reviewed prior to employment.  If in the past 24-month period, the record shows more than 3 moving traffic violations, and/or a conviction/pending charge for driving under the influence, the minimum qualifications are not met for the position.  

Successful completion of all applicable background checks pre-hire and ongoing are required.
 

Position Summary

This is a highly skilled supervisory and technical position, coordinating technicians in building operations, repairs and maintenance while safeguarding public health and County property.

An employee assigned to this classification is responsible for assisting with administrative operations, and supervising personnel on building and ground maintenance.

Work is performed under the direction of a higher level supervisor and is reviewed through reports, conferences and observation of results obtained.

Examples of Duties

This is an emergency essential classification. Upon declaration of a disaster and/or emergency, all employees in this classification are required to work.

Exudes a positive customer service focus.

Advocates building organizational culture through aligning decisions with core values including:  integrity, honesty, respect, diversity, innovation, accountability and communication.

Assists in the administration and operation of the Facilities Management office and/or the Critical Facilities division of Public Works, including development and implementation of policies and procedures for both emergency and normal maintenance operations.
Assists in the development of an annual and long term (seven year), Facilities Prioritized Capital Operations, Maintenance Repair and Energy Management Plan.

Supervises employees and coordinates activities including determining work procedures, schedules and priorities; assigning duties; processing time sheets; reviewing work in progress and upon completion; recommending personnel actions; conducting performance reviews; and conducting departmental training and orientation.

Prepares budget information and cost estimates associated with projects and facilities maintenance.

Provides maintenance services within the allocated budget; instructs employees in maintenance and cost effective repair methods; maintains accurate records of work performed, cost of repairs, pending projects, ensures all work is processed and that work orders are completed and closed in a timely manner as required per Standard Operating Procedures (SOPs).

Estimates and procures maintenance and repair supplies over the phone and by requisition.

Receives, inventories, and maintains materials and supplies.
Submits a list of critical parts and materials needed on an annual basis and materials and equipment changes as needed.
Ensures that equipment changes are updated in a timely manner in the access management portion(s) of department's Computerized Maintenance Management System (CMMS).

Ensures equipment under warranty is tracked and appropriate action is taken to resolve, repair, service, or replace issues.
Develops and implements safety programs for all County buildings.  Reports all emergencies to applicable personnel immediately.

Conducts periodic building condition inspections and assessments to identify building needs for County-owned and leased properties.
Inspects leased properties ensuring the maintenance services are performed in accordance with the agreement or contract.

Assists in the development and execution of training programs to improve proficiency of employees.

Assists in the developed of Quality Assurance and Control Program ensuring the procurement and services billed are provided.

Reviews the scope of services in contracts and agreements ensuring the terms and conditions are met.

Assists in safeguarding and protecting County buildings and properties during emergency evacuations, disasters and aiding in recovery and restoration efforts.

Supervises and/ or monitors outside contractors; schedules meetings between contractors, architects and/ or County agencies as required; coordinates access to County buildings; verifies terms and conditions stated in the Scope and Technical specifications of maintenance contracts are adhered to; signs off on all service repair/ report sheets.

Monitors contractor in regards to obtaining and maintaining all the necessary permits, fees and notices; prepares monthly reports on the status of the schedule and budget of their projects; reviews all change orders for maintenance projects.

Responsible for following up with customers on all maintenance issues in a timely manner including items placed on a deferred maintenance list.

Reviews contractor's application for payment and approves all invoices for service related contracts for payment

Reviews phase construction, including necessary plans for temporary facilities and permanent relocation.

Upon project completion, assists with the transition of the facility from construction to repairs and maintenance. Reviews project close out process ensuring training is provided; ensures warranties and associated information are posted in the Computerized Maintenance Management System (CMMS), operations and maintenance manuals, and as-built drawings are secured in the appropriate locations. 
Drives a County and/or personal vehicle to perform required duties. 

Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.

NOTE: These examples are intended only as illustrations of the various kinds of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

KNOWLEDGE, SKILLS AND ABILITIES

Considerable knowledge of the operating and repair of a variety of equipment associated with the maintenance and construction of public facilities; building maintenance and repairs; grounds maintenance vehicles and equipment.

Considerable knowledge of County and State laws, codes and ordinances governing building, electrical and plumbing standards.

Knowledge of emergency and disaster preparedness for County facilities and equipment.

Knowledge of energy management; County's waste management /recycling program and the significance of maintaining building operating systems at optimum condition.

Knowledge of Safety Data Sheets (SDS) and OSHA standards for maintenance and construction trades.

Knowledge and experience supervising and managing service-related contracts.

Knowledge of principles, elements and specifications contained in legal construction documents, or contracts.

Knowledge on conducting maintenance audits and building condition reports.

Knowledge of budget formulation, execution and control.

Skill in negotiating and conflict resolution.

Ability to read blue prints.

Ability to communicate effectively, both orally and in writing.

Ability to plan and organize work and resources effectively and manage time on a variety of continuing projects.

Ability to develop and monitor various plans, programs, and procedures.

Ability to make effective, professional decisions based on the available facts using considerable independent judgment and a required knowledge and experience in the field of building construction.

Ability to establish and maintain effective working relationships with subordinates, other County employees, County officials, the general public, other County agencies and building construction professionals.

Ability to understand the budget of maintenance services and to recognize potential cost impacts related to maintaining County Buildings.

Ability to operate a work order system ensuing that service orders are assigned, completed and closed in a timely manner.

Ability to control cost, quality duration and thoroughness of all work under his/her jurisdiction.

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 stand; walk; talk or hear; reach with hands and arms; and use hands to finger, handle or feel. The employee is frequently required to sit; climb or balance, and stoop, kneel, crouch or crawl.

The employee must regularly lift and/or move up to 25 pounds; frequently lift and /or move up to 50 pounds and occasionally lift and /or move up to 100 pounds. Specific vision abilities required for this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the 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.

While performing the duties of this job, the employee frequently works near moving mechanical parts, and is frequently exposed to wet, humid conditions (non-weather); fumes or airborne particles; toxic or caustic chemicals; outdoor weather conditions; risk of electrical shock, and vibration. The employee occasionally works in high, precarious places; with explosives, and is occasionally exposed to extreme heat and cold (non-weather), and risk of radiation.

The noise level in the work environment is usually moderate.

An organization is only as good as the people it employs. To attract and retain the best team possible, the Alachua County Board of County Commissioners offers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future.BoCC-Contributed Benefits

• Medical/Health Insurance  
• Employee Life Insurance  
• Florida Retirement System  
• Employee Assistance Program

Optional Benefits

• Dental Insurance  
• Vision Insurance
• Supplemental & Dependent Life Insurance
• Deferred Retirement Program
• Flexible Spending Accounts
• Roth IRA
• Tuition Assistance Program
• Computer Purchase Program

NOTE: For detailed information regarding available benefits click here.

You may also view Frequently Asked Questions (FAQs) regarding benefits. 

• FLORIDA RETIREMENT SYSTEM (FRS) The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement.  A defined benefit or defined contribution option may be chosen by the employee.
• TUITION ASSISTANCE PROGRAM Permanent, full-time employees are eligible for educational assistance funds. Contact the Human Resources Office for program details.
• HOLIDAYS Holidays are as follows: 

1. New Years Day  
2. Martin Luther King Day  
3. Memorial Day  
4. Juneteenth
5. Independence Day  
6. Labor Day  
7. Veterans' Day  
8. Thanksgiving Day  
9. Friday following Thanksgiving  
10. Christmas Eve (IAFF*)  
11. Christmas Day  
12. Additional Christmas Holiday (All non-IAFF employees)  
13. 2 Floating Holidays  (All non- IAFF employees)

*IAFF – International Association of FirefightersPay periods are every two weeks, Monday through Sunday. Payday is Friday. International Association of Firefighters follow the General Contract 7k regarding holidays.

Vacation Leave – Generous vacation accrual rates with payout of unused accrued leave, with some restrictions. For more detailed information regarding vacation leave refer to Employee Policy Manual, Section 7-2.

Sick leave is earned at a rate of 4 hours per pay period by all permanent, full-time employees*. At the end of each fiscal year, eligible employees can convert up to 10 days of accrued sick leave to vacation leave on a 2:1 basis. For more detailed information regarding sick leave refer to Employee Policy Manual, Section 7-3 *Accruals slightly different for IAFF employee.

$58,864.00 Annually