Facilities Contract Specialist

The Facilities Contract Specialist performs a variety of duties such as ensure the completion of routine and preventative maintenance tasks, optimize the efficiency of outsourced maintenance operations, and manage relationships with external maintenance service providers. This work is performed under general supervision - the incumbent normally receives little instruction on routine work and general instruction on new projects and assignments; work is reviewed periodically through observation, adherence to established policies and procedures, and results achieved with primary feedback given with final results.

ESSENTIAL FUNCTIONS:

NOTE: The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position or to reasonably accommodate individuals with disabilities.

Primary contact for customers with janitorial requests or issues.

Contact for janitorial service providers.

Assist with monitoring contracts and service agreements with vendors, primarily janitorial.

Coordinate janitorial requests and work orders between internal stakeholders and external service providers.

Communicate effectively with vendors, contractors, and suppliers to obtain quotes, schedule services, and ensure timely delivery of materials.

Monitoring the performance of outsourced janitorial services.

Conduct routine audits and inspections of work performed by external vendors to ensure compliance with safety regulations and organizational standards.

Track and analyze data, to include costs, service levels, and vendor performance metrics, to identify areas for improvement and optimization.

Maintain accurate records of maintenance activities.

Collaborate with other departments to coordinate janitorial activities with ongoing projects and events.

Provide guidance and support to internal stakeholders on janitorial related issues.

Perform building inspections and creating appropriate work orders.

Perform other work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of the principles and practices of Facilities Management.

Knowledge of standard methods and techniques of building trades, including electrical, plumbing, mechanical, masonry, carpentry, and painting.

Knowledge of work-order management systems.

Experience with vendor management, contract monitoring, and maintenance and facilities project management.

Experience in maintenance and facilities project management.

Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the general public.

Ability to multi-task to ensure fulfillment of multiple maintenance and facilities projects.

Ability to use a computer and job-related software or systems applicable to the essential functions of the job.

Ability to communicate information tactfully and impartially, both in person and in writing with vendors, all staff, city officials, and the general public.

Ability to demonstrate proficiency in the City of Winter Park Core Competencies.

Ability to understand and follow oral and written instructions and keep accurate records.

Ability to understand and follow oral and written instructions and keep accurate records.

MINIMUM QUALIFICATIONS:

High School Diploma or equivalent; supplemented by a minimum of three years of experience.

Preferred: Bachelor's degree in Business Administration, Facilities Management, or related field.

Trade or vocational school certification.

Five years of relevant experience.

An equivalent combination of education, training, and experience, which provide the necessary knowledge, skills, abilities, and other competencies required for the position may be considered.

CERTIFICATIONS, TRAINING, SPECIAL REQUIREMENTS:

Possess and maintain a valid Driver's license.

NOTE: All required certifications must be current at the time of application and maintained in an active state as a condition of continued employment.

OTHER REQUIREMENTS:

Physical

This is light work requiring the exertion of 0 - 20 pounds of force occasionally and 0 - 10 pounds of force frequently to lift, carry, push, pull, and reposition objects.

Ability to traverse about a variety of city facilities/jobsites, with or without reasonable accommodation.

Ability to remain stationary at a keyboard for extended periods of time and continuously operate a computer and other office productivity machinery, such as a calculator, copy machine, and printer.

Ability to manipulate objects and demonstrate small, precise movements repetitively.

Environmental

Tasks may require frequent exposure to adverse environmental conditions including inclement weather, sun, extreme temperatures, odors, dirt and dust, loud noises, hazardous chemicals, etc.

Sensory

Tasks require the manipulation of objects and demonstration of small, precise movements, the ability to detect and distinguish various features of one's surroundings, and the ability to effectively communicate and exchange information with others.

The job description does not constitute an employment agreement between the City and the employee and is subject to change at any time by the City as the needs of the City and requirements of the job change.