Post Date: 03/06/2019
Close Date: 03/18/2019
The City of Portland, Bureau of Internal Business Services is seeking a Facilities Asset Management Program Coordinator to join their team.
The Facilities Asset Management Program Coordinator will work within the Office of Management and Finance (OMF) Division of Asset Management in the Facilities Services Division. Facilities Services manages and maintains safe and energy-efficient facilities that support City operations and public use. Services are provided to 3.5 million square feet of buildings and properties, including office buildings, police precincts, labs, parking structures, emergency services facilities, telecommunications towers, the Bull Run headworks and other critical infrastructure. Services include building maintenance, security and janitorial, property acquisition & management, new construction, tenant improvements, and major renovations.
Position responsibilities include, but are not limited to, the following:
Responsible for developing, maintaining, and coordinating/managing an asset management program for 13 OMF-owned and managed buildings (approx. 3 million square feet) valued at approximately $500 million.
Key participant in the Major Maintenance planning process with the goal of minimizing long-term costs and ensuring long-term sustainability and resiliency of City assets. This includes all building systems including structural, mechanical, electrical, plumbing, roof membrane and exterior envelope, and interior fixtures & finishes.
Key contributor to building business case for an increase in major maintenance funding.
Gather and organize building information, including establishing a process to ensure building drawings are kept up to date to BOMA standards, and work with Operations and Maintenance on the development of a system-wide asset inventory and hierarchy.
Lead the creation of a communications and tenant-relations strategy, a risk assessment approach, a business case template for evaluating major maintenance construction projects, and other related policies, procedures, workflows, and tools required for an effective asset management program.
Key contributor to the implementation of a new maintenance work order, preventive maintenance planning, and real property system.
This position is key to enabling Facilities Services to achieve the following stated asset management policy objectives. The position will help build support for these policy objectives and an appreciation for the industry-standard asset management practices required for an effective program:
Operate, maintain, and modernize sites and buildings throughout their lifecycle to balance cost, risk, and performance objectives. Performance objectives include:
Safe, accessible, and inclusive environments for visitors, customers, and staff
Productive and healthy work environments
Buildings that are in good repair over the long-term
Quantify and communicate the true cost of operating, maintaining, and modernizing assets, as a basis for setting service level standards and making informed decisions on asset purchase, maintenance and renewal.
Consult with key stakeholders to establish agreed service standards that reflect expectations and willingness / propensity to pay.
Plan, design and build or redevelop physical assets to meet current business needs, and anticipated changes in demands in ways that consider lifecycle costs, including initial capital, permitting, land acquisition, routine preventive maintenance, operational costs and disposal options.
Assess and evaluate asset end-of-life options to determine if it is more cost effective and resource efficient to renew and overhaul an asset, or dispose of an asset and build or acquire a replacement asset.
The coordinator will also be a key contributor to the Citywide Asset Management Group (CAMG), the Portland Property Management Committee (PPMC), and the Regional Asset Management Partnership (RAMP), a group of Asset Managers from different jurisdictions across the region (Metro, TriMet, City of Vancouver, Multnomah County, etc.) The coordinator will, at times, lead discussions, present materials, and help develop annual plans.