Facilities Manager - Central Office

Job Description

TITLE: Facilities Manager Central Office

POSITION OVERVIEW:

Under the direction of Facilities leadership, the Facilities Manager supports the daily operation, maintenance, cleanliness, safety, and functionality of Portland Public Schools facilities. This position provides operational oversight, staff support, work order coordination, vendor coordination, building inspections, and follow-through on assigned facilities priorities across the district.

ESSENTIAL RESPONSIBILITIES:

• Coordinate day-to-day facilities operations, including work orders, cleaning schedules, inspections, repairs, and operational concerns.
• Conduct regular site visits to assess building conditions, support staff, and identify custodial or maintenance issues requiring follow-up.
• Monitor safety, cleanliness, security, and functionality of interior and exterior spaces across district facilities.
• Support district custodial standards, inspections, staffing coverage, summer cleaning, equipment use, and building readiness.
• Support maintenance operations, including repair coordination, preventive maintenance, building systems, recurring issues, and emergency repairs.
• Provide direct supervision, coaching, performance feedback, and accountability for assigned custodial and/or maintenance personnel.
• Maintain clear and timely communication with Facilities leadership regarding building conditions, staffing concerns, project status, operational risks, and unresolved issues.
• Create reports, summaries, documentation, and follow-up records related to maintenance, custodial operations, inspections, safety concerns, and assigned projects.
• Support vendor and contractor coordination, including site walks, scope review, access coordination, product/equipment evaluation, and punch-list follow-up.
• Assist with budget planning by identifying operational needs, supply trends, equipment replacement priorities, maintenance concerns, and staffing impacts.
• Serve as the district's Integrated Pest Management, or IPM, Coordinator in accordance with Maine school IPM requirements.
• Coordinate district activities, including pest prevention, vendor coordination, required notices/postings, pesticide application review when required, regulatory compliance, and integration of pest prevention practices into custodial, maintenance, grounds, food storage, waste management, building inspection, and preventive maintenance routines.
• Ensure safe work practices and compliance with district procedures, OSHA requirements and relevant codes.
• Respond to urgent facility issues and after-hours emergencies as needed.
• Perform other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Thorough knowledge of facilities maintenance, custodial operations, building systems, tools, materials, equipment, and safe work practices.
• Ability to supervise, support, coach, and hold staff accountable while promoting a professional, inclusive, and respectful workplace.
• Strong communication, follow-through, documentation, problem-solving, and prioritization skills.
• Ability to read and interpret blueprints, sketches, floor plans, work orders, manuals, and basic technical documents.
• Knowledge of work order management systems and ability to track, assign, document, and report work.
• Proficient in Google Workspace, Google Chrome, email, spreadsheets, and technology platforms used for facilities operations and reporting.
• Ability to maintain accurate compliance records and coordinate pest management communication across schools, departments, contractors, staff, and families when required.
• Ability to work collaboratively with administrators, staff, custodial teams, maintenance personnel, contractors, vendors, Human Resources, and district leadership.
• Ability to maintain confidentiality and exercise sound judgment with personnel, labor relations, safety, and operational matters.

EDUCATION, TRAINING, AND EXPERIENCE:

• High school diploma or GED required.
• Minimum of 7 to 10 years of experience in facilities management, building maintenance, custodial operations, school facilities, construction, trades, or a closely related field.
• Minimum of 5 years of supervisory experience preferred.
• Experience in a public school, municipal, institutional, higher education, healthcare, or multi-building environment preferred.
• Experience with work order systems, vendor coordination, budget tracking, and operational reporting preferred.

CREDENTIAL REQUIREMENTS:

• Valid Maine Class C driver's license, or equivalent, with a clean driving record.
• Criminal background check (CHRC) required.
• Must complete required Maine School IPM Coordinator training within required timelines after appointment and maintain required continuing education
• Maine State fingerprint (CHRC) authorization. Total cost: $70. (More info here.)

EMPLOYMENT DETAILS:

• Schedule: Full Year, Full Time (1.0 FTE)
• Assignment: Permanent
• Reports to: Director of Facilities and Maintenance
• Contract: Non-represented
• Overtime: Not eligible for overtime
• Salary range: $70,000 to $90,000 (determined based on relevant experience)
• Benefits: Eligible for benefits as outlined here

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Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

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Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

Welcome to ATX Learning

Maine's largest school system has 10 elementary schools, three middle schools, and four high schools serving nearly 7,000 students in kindergarten through grade 12, as well as about 4,700 adult learners.

The district takes full advantage of its location in a vibrant city with a thriving arts life. Schools draw on the resources offered by museums, theaters, local businesses and the city's colleges and universities.

Portland has a highly trained teaching staff. Many teachers hold advanced degrees. All of the district's teachers continue their education by pursuing professional development activities on a regular basis.

The district provides technology to support instruction, including laptops for each student in grades seven through 12 and wireless access at all schools.

Volunteers, parent-teacher organizations and businesses donate generously of their time and money to the district - an estimated 100,000 hours per year.

Graduates of the Portland Public Schools attend the country's top colleges and universities. See www.portlandschools.org for colleges attended by recent graduates.

The Portland Public Schools gives parents an array of program choices. The district as one of the first in the country to offer project-based Expeditionary Learning from kindergarten through 12th grade.

High school students have access to one of the broadest selections of Advanced Placement courses in Maine. Qualified high school students may take up to two college courses with tuition paid by the state. A regional arts and technology high school provides hands-on courses in growth fields such as health care, robotics and "green" construction.

More than 60 languages are spoken by students attending the Portland Public Schools. Multilingual students represent about a quarter of the district's enrollment. The district's diversity prepares all students for their roles as world citizens.

Portland residents can pursue lifelong learning and professional success through the academic, jobs skills and enrichment courses offered by Portland Adult Education.

Most of Portland's middle and high school students participate actively in co-curricular activities such as athletics, drama, music and service clubs. Portland students regularly excel in academic and athletic competitions at the regional, state and even national level.

See a list of recent honors, awards and recognition for the Portland Public Schools at: www.portlandschools.org. Join Portland ME Public Schools on Facebook. A focus on service learning-connecting the schools to the wider community-results in students undertaking many projects that benefit greater Portland.