Assistant Facilities Director

Job Description

Position Summary

The Assistant Facilities Director reports to and assists the Director of Facilities in the planning, coordination, supervision, and management of district-wide facilities operations, maintenance activities, capital improvement projects, and building systems. The position provides technical support and leadership in HVAC and mechanical systems operations, project management, procurement, maintenance planning, staff supervision, and regulatory compliance.

The Assistant Facilities Director serves as a key member of the Facilities Department leadership team and works collaboratively with administrators, staff, contractors, and vendors to ensure that all district facilities are safe, efficient, well-maintained, and supportive of the district's educational mission. Works closely with the Department of Athletics to coordinate field and facility usage, support athletic program operations, oversee field conditions and readiness, and assist with the administration of building and field rental activities for school and community users.

Essential Duties and Responsibilities

Facilities Operations and Maintenance

• Assist in the daily management and operation of all district facilities, grounds, mechanical systems, and building infrastructure.
  
• Coordinate and prioritize routine maintenance requests, work orders, preventive maintenance activities, and emergency repairs.
  
• Develop, implement, and monitor preventive and predictive maintenance programs.
  
• Assist with the scheduling and deployment of maintenance personnel to ensure timely completion of work assignments.
  
• Monitor facility conditions and identify opportunities for operational improvements and cost savings.
  
• Participate in long-range facilities planning and asset management initiatives.
  
• Support building administrators and department leaders by providing responsive facilities services and operational solutions.

• Coordinate with the Department of Athletics regarding athletic field scheduling, field conditions, maintenance priorities, and operational needs to ensure safe and effective use of athletic facilities.
  
• Assist with the coordination and oversight of building and field rental activities, including scheduling logistics, facility readiness, vendor coordination, user support, and compliance with district policies and procedures.

HVAC and Building Systems Management

• Provide technical support and oversight related to HVAC systems, building automation systems, energy management systems, and related mechanical equipment.
  
• Assist in diagnosing operational issues and coordinating repairs, maintenance, and system upgrades.
  
• Monitor system performance and recommend improvements to maximize efficiency, reliability, and occupant comfort.
  
• Support energy conservation initiatives and sustainability efforts.
  
• Coordinate preventative maintenance schedules for mechanical and building systems.

Project Management

• Assist in planning, coordinating, and managing facilities improvement, renovation, and maintenance projects.
  
• Develop project scopes, schedules, budgets, timelines, and specifications.
  
• Coordinate the work of contractors, consultants, vendors, and district personnel.
  
• Monitor project progress and ensure compliance with specifications, timelines, safety requirements, and contractual obligations.
  
• Conduct project inspections and assist with project closeout activities.
  
• Prepare project status updates and reports for the Director of Facilities and district leadership.

Procurement and Contract Administration

• Assist with procurement activities related to facilities maintenance, equipment, supplies, and contracted services.
  
• Develop bid specifications, requests for quotes, and requests for proposals as needed.
  
• Evaluate vendor proposals and assist in contract recommendations.
  
• Ensure compliance with district purchasing policies and Massachusetts public procurement laws and regulations.
  
• Monitor vendor performance and contract compliance.
  
• Assist in maintaining inventory controls and recommending purchasing strategies to improve efficiency and cost effectiveness.

Supervision and Leadership

• Assist in supervising maintenance and facilities personnel.
  
• Provide guidance, coaching, and support to facilities staff.
  
• Participate in employee recruitment, onboarding, training, scheduling, and performance evaluation processes.
  
• Assign and monitor work activities to ensure quality and efficiency.
  
• Foster a culture of professionalism, teamwork, accountability, and continuous improvement.
  
• Serve as a leadership resource and point of contact in the absence of the Director of Facilities.

Safety, Compliance, and Training Oversight

• Coordinate and oversee mandatory employee training programs related to safety, compliance, and facilities operations.
  
• Maintain records of required certifications, licenses, and regulatory training requirements.
  
• Support compliance with OSHA/DLS regulations, environmental requirements, building codes, and district safety policies.
  
• Conduct facility inspections and safety audits.
  
• Assist with emergency preparedness planning and response activities.
  
• Promote safe work practices and a culture of workplace safety throughout the district.

Administrative Responsibilities

• Assist with the development and monitoring of facilities budgets.
  
• Prepare reports, maintenance schedules, operational analyses, and compliance documentation.
  
• Utilize computerized maintenance management systems and other facilities management software to track work orders, assets, and maintenance activities. Collaborate with the Department of Athletics on facility use planning, rental scheduling, field management practices, and communication with community organizations and user groups.
  
• Maintain accurate records of projects, expenditures, maintenance activities, inspections, and training requirements.
  
• Attend meetings and represent the Facilities Department as assigned.
  
• Perform other duties as assigned by the Director of Facilities.

Qualifications

Education

• Bachelor's degree in Facilities Management, Mechanical Engineering, Construction Management, Engineering Technology, Business Administration, Public Administration, or a related field preferred.
  
• Equivalent combinations of education, technical training, and relevant experience may be considered.

Experience

• Experience in facilities management, maintenance operations, engineering, construction management, project management, procurement, building operations, or a related field preferred.
  
• The district welcomes applications from recent college graduates and early-career professionals who demonstrate strong technical aptitude, leadership potential, and a commitment to professional growth.
  
• Experience working in educational, municipal, commercial, or institutional facilities is preferred.
  
• Experience coordinating projects, contractors, vendors, or maintenance activities is desirable.
  
• Prior supervisory experience is preferred but not required.

Certifications

• Massachusetts Certified Public Purchasing Official (MCPPO) certification preferred.
  
• Candidates who do not possess MCPPO certification at the time of hire must demonstrate a willingness and ability to obtain the certification within a timeframe established by the district.
  
• HVAC certification, OSHA training, Certified Educational Facilities Professional (CEFP), Certified Facility Manager (CFM), Project Management Professional (PMP), or similar credentials are desirable.

Knowledge, Skills, and Abilities

• Knowledge of HVAC systems, building automation systems, mechanical systems, and facility infrastructure.
  
• Understanding of maintenance management principles and preventive maintenance practices.
  
• Ability to coordinate multiple projects and priorities simultaneously.
  
• Knowledge of or ability to learn Massachusetts public procurement requirements and contract administration practices.
  
• Strong organizational, analytical, and problem-solving skills.
  
• Ability to interpret technical documents, plans, specifications, and equipment manuals.
  
• Strong interpersonal and communication skills.
  
• Ability to supervise, motivate, and support facilities personnel.
  
• Customer-service mindset with a commitment to responsive support for staff and students.
  
• Proficiency with Microsoft Office applications and facility management software systems.
  
• Ability to establish and maintain effective working relationships with staff, contractors, vendors, consultants, and community stakeholders.

Physical Requirements

• Ability to inspect facilities, construction projects, mechanical rooms, rooftops, and maintenance work sites.
  
• Ability to walk, climb stairs and ladders, bend, stoop, and occasionally lift materials consistent with facilities management responsibilities.
  
• Ability to work in varying environmental conditions and respond to emergencies outside normal working hours when necessary.

Terms of Employment

• Twelve-month administrative position.
  
• Salary and benefits in accordance with School Committee policy and applicable employment agreements.
  
• Occasional evening, weekend, and emergency response duties may be required.
  
• Salary up to $85,000

Evaluation

Performance shall be evaluated annually by the Director of Facilities in accordance with district policies and administrative procedures.