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Facility Operations Manager

  • Industry: Facilities Management
  • Location: Boston, Massachusetts
  • Client: Institution - Higher Education
  • Search ID: 18-0902-17

Harvard Medical School as retained Helbling to conduct an executive search to secure a Facility Operations Manager (FOM) who is responsible for safely managing the operational demands for their assigned facilities or properties on the Longwood Campus. The candidate must be able to organize and prioritize multiple tasks and projects; effectively manage through stressful situations; consistently make effective, high quality decisions; and understand and develop open, proactive, effective, and consistent communication with occupants and department coordinators. The FOM has overall responsibility and oversight of maintenance and operations, and contract management services for the areas of responsibility.

The candidate must be capable of actively monitoring building system performance, energy usage, appearance, and esthetics, which requires considerable walking and climbing. Knowledge of building systems, HVAC, electrical, mechanical, and services are required to perform cause analysis and implement corrective actions, audits of maintenance tasks for workmanship and completeness, and to identify systems/components in need of repair or replacement. The FOM actively monitors operational services and work occurring within their facilities, and reinforces facility standards with all those performing services.

The FOM frequently communicates with occupants and department coordinators to manage repairs/replacements/renovations of buildings systems/components, and organize planned and unplanned system shutdowns. He/she ensures coordination and completeness of renovations by the Engineering & Construction group. The FOM acts as the Planning Department Coordinator with Custodial, Waste Removal, Recycling, and Projects.

The FOM participates and contributes to the Facilities Group long-range and strategic planning, as well as assists in the development and tracking of the detailed, zero-based annual operating budget. He/she develops and implements innovative processes and programs that reduce operating costs, improve efficiencies, and increase productivity. While also monitoring and managing contracted services as required – including initiating purchase orders for goods and services within area of responsibility, actively monitors performance criteria per scope of work and contractual agreements, periodic bidding, and change orders. At times, this may require assisting with implementation and management of new and existing maintenance service contracts (i.e. elevators, facilities maintenance, sterilization, pest management, waste water management).

The FOM must have an attention to detail to review bids and invoices, and actively monitor trend data and contractor performance indicators while proactively managing all building infrastructure services in accordance with HMS standard processes, procedures, goals, and values. Continuous learning, industry experience, and exposure is a necessity. This will occur through participation in benchmarking, and industry education seminars and conferences, which may require occasional travel.

Position responsibilities breakdown:

  • Building & Operational Oversight: 40%
  • Customer Services/Management/Communications: 40%
  • Contract Management: 10%
  • Organizational Management: 5%
  • Asset Management: 5%
  • Bachelor's Degree highly preferred or equivalent facilities or operations management experience in a research-based environment.
  • Five to ten years of progressively responsible experience as a Facilities Management professional with demonstrated skills in areas of:
    • Customer Service - coordination, response
    • Written and verbal communications
    • Action/task tracking and follow up
    • Building systems function and diagnosis - cause analysis
    • Contract administration
    • Project management
  • Certified Facility Manager (CFM/Pro-FM) or other professional licenses or certifications a plus.
  • LEED-Certified for Existing Buildings.
  • Experience with managing multiple vendors and small capital/expense projects.
  • Superior relationship management skills.
  • Ability to function effectively in a fast paced, demanding work environment.
  • Computer proficiency with MS Office, Computerized Maintenance Management Systems (CMMS), Building Automation Systems (BAS).
  • Excellent interpersonal, communication, and organizational skills.

Search Consultant: Rob Dible

Harvard is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, identity, national origin, disability status, protected veteran status, protected veteran status, or any other characteristic protected by law.

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