Facility Management Specialist

OVERVIEW:

The Facilities Management Specialist (FMS) provides technical assistance, performance-based monitoring oversight, and serve as primary EOHLC point of contact on maintenance issues for a portfolio of approximately fifty (50) Local Housing Authorities (LHAs) predominantly in Central and Western Massachusetts, or other locations in Massachusetts as assigned. The FMS has technical knowledge in the areas of state sanitary code enforcement, administration of effective and efficient maintenance systems and procedures, and provides technical assistance on difficult property conditions which requires knowledge of building codes and construction standards. The FMS works under the general supervision of the Facilities Management Specialist. The FMS demonstrates sound judgement, in determining approaches to physical conditions and operations at LHAs and to the interpretation and application of policies, laws and standard procedures. FMS advises and coordinates with LHA staff, contractors, and other technical and finance EOHLC staff to ensure the physical condition of state-aided public housing is meeting the highest standard possible.

The FMS conducts physical inspections of state aided public housing units, buildings, properties, as directed and as part of annual or biennial performance-based monitoring physical conditions reviews. They interpret and provides guidance to local housing authority staff on laws, policies and standards and procedures affecting physical condition and maintenance operations, including staffing capacity. They provide technical assessments of LHA maintenance systems and practices, and where necessary, provide technical assistance to improve overall property conditions. They provide clear communication, consistent follow-up, support, and guidance to LHAs within an assigned portfolio to ensure efficient and effective LHA maintenance operations. They provide LHA assistance in many areas related to maintenance operations, including, but not limited to: compliance with EOHLC program requirements, work order software systems, inspection practices, vacancy turnovers, repair methods, emergency preparedness and response, work order prioritization, capital items, feasibility assessments of internal force account work, review of operating budgets for maintenance expenditures, capital improvements and assessment of current and projected LHA staffing levels.

Additional duties include the preparation and timely completion of reports, follow-up of previously conducted inspections and assistance to the Facilities Management Specialist Supervisor, as directed. Conduct trainings for LHA maintenance and management staff to ensure the highest possible performance. Duties also include a review of LHA Annual Plans and assistance to LHAs in utilizing the Capital Planning System (CPS) to track the conditions of state-aided public housing units. In addition, assist local housing authorities with the drafting of Maintenance Plans as incorporated in each LHA's Annual Plan.

Please note this position is primarily in the field and remote; FMS will only occasionally, as required, come into EOHLC's central offices at 100 Cambridge St, Boston, MA.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE):

1. Performance Management Reviews, Inspections, Follow-Up Inspections and Audit Inspections

a) Conduct biennial Performance Management Review (PMR) physical condition reviews for a portfolio of approximately 50 LHAs: Inspect sample of units and common and mechanical spaces. Provide technical assistance to improve the effectiveness and efficiency of an LHA maintenance program, in order to improve overall property conditions. This includes a review of a LHA's maintenance staffing levels and work order management systems. Maintain, review and analyze PMR physical condition data for program review, revisions, and policy implications.

b) Conduct special scope inspections at an LHA, as directed.

c) Conduct follow-up inspections to verify health and safety deficiencies have been corrected.

d) Conduct on-site technical assistance, as directed and needed.

e) Respond to constituent concerns and, if warranted, provide guidance to the LHA for correction.

2. Reports and Summaries:

a) Utilizing inspection software or other tracking formats; prepare reports of all inspections and summaries for each unit, building, property, authority, or other grouping, as directed. Complete and provide to the LHA, within the same day, any health and safety deficiencies identified during any given inspection.

b) Utilizing inspection software or other tracking formats, identify urgency of failed items and assign priorities to units, buildings, properties or other grouping as directed. Identify, track and provide to the LHA, within the same day, any health and safety deficiencies noted during site visits or other physical condition assessments.

c) Track LHA submission deadlines to ensure compliance with EOHLC program requirements. This includes but is not limited to: previously identified exigent health and safety deficiencies, as well as, data collection and analysis of all performance-based monitoring programs, [i.e., Performance Management Review (PMR) Physical Conditions criteria].

d) Track progress of, and update EOHLC health and safety tracking forms on a regular basis to ensure LHA submission deadlines are met.

e) Recommend improvements to inspection protocols and reports.

f) Complete other reports as directed.

3. Work Order Review:

a) Work with LHAs in reviewing their work order systems and make recommendations for efficiencies in software systems, maintenance operations, and the proper documentation and labeling of work orders.

b) Ensure all required work order types are generated and meet EOHLC established guidelines for timeliness and completion.

c) Ensure routine and preventive maintenance work falls within an established schedule. Ensure work orders are generated for all items within the established schedule and are labeled in compliance with the EOHLC Property Maintenance Guide and all applicable EOHLC program metrics.

4. Preventive Maintenance:

a) Assist LHAs with the creation and implementation of preventive maintenance plans to best maintain the housing stock and any other LHA physical assets.

b) To the extent possible during routine inspections, identify areas for improvement in maintenance quality, service and economies.

c) Report (as inspection comments) ineffective or unnecessary maintenance, repair or rehabilitation practices.

d) Help on-site manager or maintenance personnel identify sources of maintenance problems and possible solutions within the scope of Facilities Management Specialist's experience.

e) Investigate reports of problems, including the research and utilization of all pertinent codes or practices.

PREFERRED QUALIFICATIONS:

1. At least intermediate proficiency using computer, software, applications and programs, including Microsoft Word, Excel, PowerPoint, Outlook, Access, Business Intelligence (BI) and other web-based programs.

2. Knowledge of: State Sanitary Code, Fire Prevention Regulations, State Building Code, EOHLC Property Maintenance Guide or similar property maintenance guides, programs, procedures and protocols, as well as pertinent laws and regulations.

3. Knowledge of building components and materials, building and site construction and maintenance practices.

COMMENTS:

Please upload resume and cover letter.

This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days, as needed.

Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division's Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range.

Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

Applicants must have (A) at least four (4) years of full-time or equivalent part-time experience in trades, construction, construction management, inspection and/or alteration of building construction projects; or (B) any equivalent combination of the required experience and the substitutions below.

Incumbents are required to have a current and valid Motor Vehicle Driver's License at a Class level specific to assignment.

Substitutions:

An Associate's degree or Technical degree in a related field may be substituted for one (1) year of the required experience.

A Bachelor's degree in a related field may be substituted for four (4) years of the required experience.
Based on assignment, incumbents may be required to possess a current and valid Massachusetts Motor Vehicle Operator's License.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

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An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.