Facility Supervisor, Facilities Management (CMMS)

Portland, Oregon


Facility Job Number:
J00151f0e
 
Primary Location:
Portland, Oregon
 
Positions:
Facility Manager; Finance/Accounting Manager; Foreman; Maintenance Manager; Maintenance Supervisor; Project Manager; Property Manager; Superintendent
 
Sector:
Building Facilities; Commercial/Industrial; Manufacturing (including Sheet Metal Shops); Multi-Family; Residential/Light Commercial
 
Required Overnight Travel:
0%
 
Shift:
First Shift
 
Job Description:
This position is responsible for the development and oversight of the Computerized Maintenance Management System (CMMS) for Facilities Management. Additionally, the position supervises staff and Contractors responsible for the CMMS. The position will also serve as a backup supervisor to Journeymen, Apprentices/Trainees, Landscapers, Wayside Cleaners, and provide oversight to Contractors responsible for inspection, cleaning, maintenance, repair, installation, and modification of TriMet's physical plant, grounds and fixed equipment. Site responsibilities include bus stops and shelters, on-street amenities, rail platforms, transit centers, park and rides, administration buildings, and vehicle maintenance buildings. Functional areas include janitorial, landscaping and irrigation, site furnishings, building envelope, interior finishes, electrical, HVAC, plumbing, pavement and pavement markings, carpentry, masonry, signage, and specialty fixed equipment. Ensure all TriMet facility conditions comply with TriMet policies and guidelines, federal, state and local codes/regulations. Ensure a commitment to safety and regulatory compliance through effective leadership, training, role modeling and implementing practices that demonstrate safety is a fundamental value and a priority in all aspects of work. Essential Functions: 1. Supervise work of assigned employees. Allocate resources to maximize productivity without compromising desired outcomes. Provide training direction and instruction to employees on assigned activities. Prepare and implement work schedules, programs and procedures to align with TriMet Computerized Maintenance Management Systems (CMMS)/Asset Management Systems (AMS). Prepare routine and special reports of work accomplished and time and materials expended. Effectively utilize TriMet's CMMS/AMS, written instructions, plans, manuals, schematics, specifications, field demonstrations and other resources to communicate, manage, and document work assignments. 2. Develop, maintain, optimize and support the Computerized Maintenance Management System (CMMS) or Enterprise Asset Management System (EAMS). Assure integrity of the system's data and procedures, making suggestions for improvement, and develop the system with a focus on preventative maintenance (PM). Identify and track software problems and ensure timely resolution in coordination with the Information Technology department. Perform periodic audits of maintenance data. 3. Provide internal user support for all aspects of the CMMS and EAMS applications and coordinate creation of reference material. Based on user input, compile and present requests for applications development with the Information Technology Department. Utilize known standards (ASTM, ASME, ASHRAE, and APPA) to develop and establish CMMS or EAMS of maintenance requirements. Develop and maintain hierarchies of safety, equipment, electrical, maintenance, and operations systems for those management programs. 4. Manage the CMMS or EAMS applications to be an assessment tool, which will provide accurate data reports and management resources for deferred maintenance, equipment criticality, equipment histories and analyses, equipment failures, inspections and PM tasks. Work on the predictive and planned PM tasks and enter into the CMMS in such a way to generate PM tasks in a coordinated and logical sequence. Add, edit, and retire equipment and PM data in the CMMS. 5. Work with the Facilities Management team to write and generate Master PMs and PM instructions, maintenance policies and procedures. Research and collect various equipment information from Operations and Maintenance Manuals, Systems, Manuals, and other reference documents. 6. Define and identify a work control system for planning and scheduling work order flow which incorporates crafts/labor, materials management, purchasing, and reporting. Work orders should include work order types, classes, priorities, and statuses. Incorporate standardized nomenclature, failure analysis, and asset numbering systems. Utilize the CMMS to create planned work and schedules for annual inspections, weekly and daily schedules. 7. Allocate appropriate authority and responsibility to team members to maximize productivity, build staff confidence and support employee development. Set and implement clear, realistic and quantifiable team and individual objectives and goals with an emphasis on safety and stewardship of public resources. 8. Understand and apply Agency policies, procedures, Union Working Wage Agreement, Federal, State and Local codes and regulations. 9. Identify and address employee-specific performance and training needs. Provide effective coaching, counseling and interactions to guide employees toward high work standards and performance, safety, technical excellence and stewardship of public resources. Coordinate productivity improvement process by encouraging employee creativity and involvement to find short and long-term efficiencies. Administer progressive discipline through the effective application of human relations methods, practices and procedures. 10. Successfully manage Union contract and relationships to support a positive workplace culture and shared mission focused on service delivery and best use of public resources. 11. Coordinate with other Facilities Management Supervisors and managers to jointly manage resources and ensure consistency in technical, customer service and personnel management across work divisions. Coordinate with other departments to identify and manage potential project or operational conflicts. Develop and maintain effective working relationships with TriMet and with jurisdictional partners and nonprofit service providers to enhance service delivery. Inspect/monitor work and obtain customer/stakeholder feedback to identify and address single and programmatic deficiencies. 12. Understand how to read blueprints, schematics and maps, prepare quantitative data and analyze the data to solve problems. Understand how to read construction standards, technical specifications, and building and maintenance manuals, and utilize information to create maintenance plans, improve designs, trouble-shoot issues, implement best practices and create solutions to problems. 13. Define, identify, budget, schedule and manage preventive maintenance, repair, and replacement work programs, campaigns and capital needs, utilizing TriMet CMMS/ASM. Monitor maintenance activities to ensure compliance with program goals and production. Identify and develop innovative or best practice initiatives. Prepare weekly, monthly and/or quarterly progress reports. Create departmental plans that include staffing, objectives, strategies, and key performance indicators. Conduct research and develop reports related to special projects or work assignment. Assist in capital and operating budget planning process. Administer budget for assigned area, including employee purchasing and tool/equipment control. 14. Procure and manage contracts for services and construction in accordance with Federal, State and TriMet requirements, including development of scope of work, budget and timeliness. Address contract compliance and performance issues. 15. Be available to respond to emergency situations on an on-call as it relates to Facilities Management. 16. Work any days, hours, shifts as required by the District. 17. Perform other related duties as assigned. Position Requirements: Bachelor's degree in Business Management, Public Administration, Computer Information Systems, or related field. Mechanical and electrical knowledge of building and operational systems and nomenclature. A minimum of eight (8) years total credited experience. Five years of progressive responsibility and experience in Facilities management to include development and oversight of an Enterprise Asset Management System (EAMS). Two years at a lead or supervisory level, supervising union and no-union employees desired. Possession of a valid Oregon or Washington driver's license, with an acceptable driving record. Intermediate level experience with personal computers and associated software applications required; Or any equivalent combination of training or experience.
Facility Job Number: J00151f0e
 
Primary Location:  Portland, Oregon
 
Positions: Facility Manager; Finance/Accounting Manager; Foreman; Maintenance Manager; Maintenance Supervisor; Project Manager; Property Manager; Superintendent
 
Sector: Building Facilities; Commercial/Industrial; Manufacturing (including Sheet Metal Shops); Multi-Family; Residential/Light Commercial
 
Required Overnight Travel: 0%
 
Shift: First Shift
 
Job Description: This position is responsible for the development and oversight of the Computerized Maintenance Management System (CMMS) for Facilities Management. Additionally, the position supervises staff and Contractors responsible for the CMMS. The position will also serve as a backup supervisor to Journeymen, Apprentices/Trainees, Landscapers, Wayside Cleaners, and provide oversight to Contractors responsible for inspection, cleaning, maintenance, repair, installation, and modification of TriMet's physical plant, grounds and fixed equipment. Site responsibilities include bus stops and shelters, on-street amenities, rail platforms, transit centers, park and rides, administration buildings, and vehicle maintenance buildings. Functional areas include janitorial, landscaping and irrigation, site furnishings, building envelope, interior finishes, electrical, HVAC, plumbing, pavement and pavement markings, carpentry, masonry, signage, and specialty fixed equipment. Ensure all TriMet facility conditions comply with TriMet policies and guidelines, federal, state and local codes/regulations. Ensure a commitment to safety and regulatory compliance through effective leadership, training, role modeling and implementing practices that demonstrate safety is a fundamental value and a priority in all aspects of work. Essential Functions: 1. Supervise work of assigned employees. Allocate resources to maximize productivity without compromising desired outcomes. Provide training direction and instruction to employees on assigned activities. Prepare and implement work schedules, programs and procedures to align with TriMet Computerized Maintenance Management Systems (CMMS)/Asset Management Systems (AMS). Prepare routine and special reports of work accomplished and time and materials expended. Effectively utilize TriMet's CMMS/AMS, written instructions, plans, manuals, schematics, specifications, field demonstrations and other resources to communicate, manage, and document work assignments. 2. Develop, maintain, optimize and support the Computerized Maintenance Management System (CMMS) or Enterprise Asset Management System (EAMS). Assure integrity of the system's data and procedures, making suggestions for improvement, and develop the system with a focus on preventative maintenance (PM). Identify and track software problems and ensure timely resolution in coordination with the Information Technology department. Perform periodic audits of maintenance data. 3. Provide internal user support for all aspects of the CMMS and EAMS applications and coordinate creation of reference material. Based on user input, compile and present requests for applications development with the Information Technology Department. Utilize known standards (ASTM, ASME, ASHRAE, and APPA) to develop and establish CMMS or EAMS of maintenance requirements. Develop and maintain hierarchies of safety, equipment, electrical, maintenance, and operations systems for those management programs. 4. Manage the CMMS or EAMS applications to be an assessment tool, which will provide accurate data reports and management resources for deferred maintenance, equipment criticality, equipment histories and analyses, equipment failures, inspections and PM tasks. Work on the predictive and planned PM tasks and enter into the CMMS in such a way to generate PM tasks in a coordinated and logical sequence. Add, edit, and retire equipment and PM data in the CMMS. 5. Work with the Facilities Management team to write and generate Master PMs and PM instructions, maintenance policies and procedures. Research and collect various equipment information from Operations and Maintenance Manuals, Systems, Manuals, and other reference documents. 6. Define and identify a work control system for planning and scheduling work order flow which incorporates crafts/labor, materials management, purchasing, and reporting. Work orders should include work order types, classes, priorities, and statuses. Incorporate standardized nomenclature, failure analysis, and asset numbering systems. Utilize the CMMS to create planned work and schedules for annual inspections, weekly and daily schedules. 7. Allocate appropriate authority and responsibility to team members to maximize productivity, build staff confidence and support employee development. Set and implement clear, realistic and quantifiable team and individual objectives and goals with an emphasis on safety and stewardship of public resources. 8. Understand and apply Agency policies, procedures, Union Working Wage Agreement, Federal, State and Local codes and regulations. 9. Identify and address employee-specific performance and training needs. Provide effective coaching, counseling and interactions to guide employees toward high work standards and performance, safety, technical excellence and stewardship of public resources. Coordinate productivity improvement process by encouraging employee creativity and involvement to find short and long-term efficiencies. Administer progressive discipline through the effective application of human relations methods, practices and procedures. 10. Successfully manage Union contract and relationships to support a positive workplace culture and shared mission focused on service delivery and best use of public resources. 11. Coordinate with other Facilities Management Supervisors and managers to jointly manage resources and ensure consistency in technical, customer service and personnel management across work divisions. Coordinate with other departments to identify and manage potential project or operational conflicts. Develop and maintain effective working relationships with TriMet and with jurisdictional partners and nonprofit service providers to enhance service delivery. Inspect/monitor work and obtain customer/stakeholder feedback to identify and address single and programmatic deficiencies. 12. Understand how to read blueprints, schematics and maps, prepare quantitative data and analyze the data to solve problems. Understand how to read construction standards, technical specifications, and building and maintenance manuals, and utilize information to create maintenance plans, improve designs, trouble-shoot issues, implement best practices and create solutions to problems. 13. Define, identify, budget, schedule and manage preventive maintenance, repair, and replacement work programs, campaigns and capital needs, utilizing TriMet CMMS/ASM. Monitor maintenance activities to ensure compliance with program goals and production. Identify and develop innovative or best practice initiatives. Prepare weekly, monthly and/or quarterly progress reports. Create departmental plans that include staffing, objectives, strategies, and key performance indicators. Conduct research and develop reports related to special projects or work assignment. Assist in capital and operating budget planning process. Administer budget for assigned area, including employee purchasing and tool/equipment control. 14. Procure and manage contracts for services and construction in accordance with Federal, State and TriMet requirements, including development of scope of work, budget and timeliness. Address contract compliance and performance issues. 15. Be available to respond to emergency situations on an on-call as it relates to Facilities Management. 16. Work any days, hours, shifts as required by the District. 17. Perform other related duties as assigned. Position Requirements: Bachelor's degree in Business Management, Public Administration, Computer Information Systems, or related field. Mechanical and electrical knowledge of building and operational systems and nomenclature. A minimum of eight (8) years total credited experience. Five years of progressive responsibility and experience in Facilities management to include development and oversight of an Enterprise Asset Management System (EAMS). Two years at a lead or supervisory level, supervising union and no-union employees desired. Possession of a valid Oregon or Washington driver's license, with an acceptable driving record. Intermediate level experience with personal computers and associated software applications required; Or any equivalent combination of training or experience.
 

Preferred Skills and Education


Minimum Experience Required:
Mid-Career (5-10 years)
Minimum Education Required:
High School Diploma
Certifications:
 
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