Regional Facilities Improvement Manager - Facilities Management & Capital Planning Department

Official Title: Regional Facilities Improvement Manager - Facilities Management & Capital Planning Department

Pay Grade: Management

Salary Range: MGT Entry Level Pay $93,183.22 to Pay Range Maximum $137,488.26

Starting Pay: $93,183.22/yr.

Salary Notes: This position is designated as Management. Starting Salary will be based on a review of qualifications and experience.

Departmental Mission Statement: The Facilities Management and Capital Planning department provides for the management and maintenance of 62 state-owned courthouses, and 42 leased facilities located in ten counties of the Commonwealth. The Department is committed to administering effective property management, facility operations, facility renewal, and the delivery of quality customer service in support of the administration of justice throughout the Commonwealth.

ORGANIZATIONAL PROFILE:

https://www.mass.gov/info-details/trial-court-facilities-management

Notes:

• The primary location for this position is Boston, but this position requires regular travel to Trial Court facilities throughout the Commonwealth and may require attendance at construction sites, project meetings, and facilities undergoing renovation or construction. The position may require occasional work outside of normal business hours to accommodate construction activities, court operations, project schedules, or other operational requirements.
• This position is ONLY for current Trial Court employees who work for the Facilities department.

Position Summary: Working within the Facilities Management & Capital Planning Department of the Office of Court Management, the Regional Facilities Improvement Manager (RFI) supports the planning, coordination, administration, and oversight of construction, renovation, repair, and capital improvement projects assigned throughout the Massachusetts Trial Court.
The RFI Manager provides professional and technical assistance in the areas of project planning, programming, design, construction, building systems, infrastructure requirements, and facility operations. The position assists in coordinating projects from initial planning through completion, including the review of plans and specifications, tracking project schedules and costs, coordinating with architects, engineers, contractors, the Division of Capital Asset Management and Maintenance (DCAMM), Trial Court departments, and court personnel, and identifying and resolving project-related issues.
The RFI Manager serves as a representative of Facilities Management & Capital Planning in project meetings as needed and assists in ensuring that projects meet Trial Court operational needs, applicable standards, codes, specifications, schedules, and budget requirements.
The position may provide direction to project staff, consultants, vendors, contractors, and other personnel assigned to projects.

Supervision Received: Works under the direction of an assigned senior manager within Facilities Management & Capital Planning, who reviews work for professional soundness, conformity with department policies and procedures, and achievement of project objectives.

Essential Functions and Responsibilities: Project Planning and Administration
• Assists with the planning and administration of construction, renovation, repair, and capital improvement projects throughout the Trial Court.
• Organizes, coordinates, and tracks the status of assigned projects from planning through completion.
• Assists in developing project schedules, milestones, priorities, and implementation strategies.
• Monitors project progress and identifies potential delays, deficiencies, conflicts, or other issues requiring corrective action.
• Maintains project documentation, records, schedules, reports, and related correspondence.
• Responsible for developing RFP’s for project, managing questions from vendors, and utilizing CommBuys.
• Administers the terms of tradesperson contracts.
Design and Construction Coordination
• Reviews construction and building documents to ensure that proposed work meets the operational and facility needs of the Trial Court.
• Participates in technical and project reviews with DCAMM, architects, engineers, contractors, consultants, and other project stakeholders as a representative of the Trial Court.
• Reviews plans, specifications, drawings, and other technical documents for completeness, consistency, and compliance with project requirements.
• Assists in the preparation and review of plans and specifications for building repairs, renovations, improvements, and other projects.
• Assists with construction sequencing and coordination to minimize disruption to court operations.
• Participates in site visits and inspections and documents project conditions and progress
• Identifies construction and design problems and assists in developing and implementing appropriate corrective action.
Building Systems, Codes, and Standards
• Assists in reviewing projects for compliance with applicable building codes, accessibility requirements, HVAC, electrical, fire alarm, sprinkler, life safety, and other applicable facility requirements.
• Applies appropriate professional standards and Trial Court requirements to the planning and implementation of projects.
• Assists with evaluating existing building conditions and developing recommendations for repairs, improvements, and upgrades.
Project Costs and Budget
• Assists with developing project cost estimates, projections, and budget requests.
• Tracks project expenditures and identifies potential budget issues.
• Reviews project-related invoices and supporting documentation for accuracy and consistency with project requirements.
• Assists in developing reports regarding project status, costs, schedules, and anticipated needs.
• Supports the development of long range facility planning and capital improvements.
Communication and Stakeholder Coordination
• Communicates with Trial Court judges, court administrators, facilities personnel, department managers, and other Trial Court staff regarding project activities and impacts.
• Provides project status updates, briefings, and other information regarding construction progress, schedules, technical issues, and operational impacts.
• Participates Represents Facilities Management & Capital Planning in meetings with Trial Court departments, DCAMM, architects, engineers, contractors, vendors, municipalities, and other outside agencies as assigned.
• Coordinates with court personnel to address project-related operational requirements and minimize disruption to court functions.
• Maintains effective working relationships with individuals at all levels of the Trial Court and with external project partners.

Reports and Technical Documents
• Prepares project summaries, correspondence, presentations, and other project-related documentation.
• Prepares technical documentation concerning building conditions, project requirements, construction progress, and recommended improvements.
• Assists in preparing graphics, presentations, diagrams, signage, and other materials necessary to communicate project information.
• Maintains accurate and organized project files and documentation.

Project Leadership
• Provides lead direction and coordination to technical staff, consultants, vendors, contractors, and other personnel as assigned.
• Coordinates the work of multiple project participants to support timely and effective completion of assigned projects.
• Promotes fidelity to project schedules, deliverables, quality, and adherence to established requirements.
• Performs related duties as required

Job Competencies: All applicants must be able, through the interview process, to demonstrate knowledge and understanding of the following areas:

Ethics and Values Communicates and demonstrates the ethics and values of the Facilities Management & Capital Planning Department and the Trial Court.


Mission Understands, upholds, and communicates the mission of the Trial Court and Facilities Management & Capital Planning Department.

Project Management Demonstrates the ability to organize, coordinate, monitor, and track multiple projects and competing priorities while maintaining appropriate documentation and communication.

Problem Solving Accurately assesses design, construction, facility, scheduling, and operational problems and recommends or initiates appropriate corrective action.

Planning and Organization Demonstrates the ability to develop schedules, establish priorities, monitor progress, and coordinate resources necessary to accomplish project objectives.

Communication Communicates clearly and professionally with judges, Trial Court employees, contractors, architects, engineers, vendors, government agencies, and members of the public.
Continuous Learning Demonstrates a commitment to professional development and continuous improvement.

Commitment to Diversity Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.

Customer Service Fosters a departmental environment emphasizing conduct that is courteous, responsive, and professional toward Trial Court employees and the public.

Collaboration Works cooperatively with others and promotes teamwork, contributing to a work environment focused on shared departmental goals.

Minimum Requirements:

• Bachelor's Degree, preferably in engineering, architecture, construction management, facilities management, project management, or a related field;

• Five (5) years of progressively responsible experience in construction and managing court facilities improvements.


Note: Equivalent combination of education and experience will be considered for satisfying the minimum requirements.

• Demonstrated knowledge of construction practices, building systems, building materials, facility operations, and construction sequencing.

• Demonstrated knowledge of planning, programming, design, construction, renovation, and maintenance of buildings and facilities.

• Demonstrated ability to review architectural, engineering, construction, and technical documents.

• Demonstrated knowledge of applicable Massachusetts building codes, ordinances, accessibility requirements, and other requirements applicable to building construction and renovation.

• Demonstrated ability to identify construction and design problems and develop appropriate solutions.

• Demonstrated ability to organize and coordinate multiple projects and establish priorities.

• Demonstrated ability to develop and monitor project schedules and cost projections.

• Demonstrated proficiency with Microsoft Office applications.

• Strong interpersonal and communication skills and the ability to work professionally with persons at all levels, including judges and senior Trial Court officials.

• Ability to represent the Trial Court professionally as needed when working with architects, engineers, contractors, DCAMM, vendors, municipalities, and other outside agencies

• Ability to travel to Trial Court facilities throughout the Commonwealth.

• Ability to work independently and as a member of a team and to follow oral and written instructions.

PREFERRED QUALIFICATIONS:

• Experience coordinating public-sector construction or renovation projects.
• Experience working with courthouse, government, institutional, commercial, or other complex facilities.
• Experience with project scheduling, cost estimating, budgeting, contract administration, and construction documentation.
• Knowledge of Massachusetts public construction requirements and procedures.
• Experience with Autodesk Architecture, Autodesk Revit, AutoCAD, or comparable design and construction software.
• Professional engineering, architecture, construction management, or related credentials are desirable.