Job Description

Posting number: 14190-0826

Department: Facilities Management

Job classification: Assistant Facilities Operations & Maintenance Manager

Posting type: Open & Promotional

Categories: Facility Management

The Assistant Facilities Operations & Maintenance Manager provides technical, administrative, and operational support leadership for the Facilities Management Department’s Operations & Maintenance (O&M) Division. Serving as the O&M Manager’s primary deputy, the position ensures continuity of operations across countywide facility maintenance programs, asset management, building systems oversight, CMMS standardization, contract compliance, and emergency response across a portfolio of over 550 structures totaling over 3 million SF. The Assistant O&M Manager works closely with the O&M Manager, Facilities Director, Assistant Director, partner departments, contractors, and customers to ensure high-quality service delivery, data accuracy, operational efficiency, and long-term asset stewardship.

Examples of duties

ESSENTIAL JOB FUNCTIONS
1. Strategic & Operational Support Leadership

• Support development and implementation of division goals, policies, service levels, KPIs, and operational plans.
• Assist with preventive maintenance program development, lifecycle planning inputs, CMMS optimization, and workflow improvements.
• Participate in departmental strategic planning and O&M operational analysis.
• Act in full capacity for the O&M Manager during absences, ensuring continuity of supervisory leadership, customer support, and emergency readiness.
• Lead by example, reinforcing culture, core values, teamwork, accountability, and customer-focused service.

2. Program, Budget & Resource Coordination

• Assist the O&M Manager in developing and administering operating and capital budgets.
• Provide analysis, reporting, forecasting, and monitoring of expenditures, staffing needs, contracted services, materials, and inventory levels.
• Support procurement development, contract specification review, vendor oversight, and service-level compliance.
• Prepare operational dashboards, CMMS-based reports, KPIs, and special queries for leadership and customers.

3. Operations & Maintenance Oversight

• Assist in providing day-to-day coordination and problem-solving for O&M teams across multiple regions and sites using in depth knowledge of HVAC, electrical, plumbing, security systems, life safety, building envelope, roofing, grounds, custodial services, and general building operations.
• Oversee O&M personnel including contract compliance, security and energy management staff, and warehouse/inventory personnel.
• Ensure timely execution of work orders, preventative maintenance programs, data accuracy, and strong integration between field operations and CMMS workflows.
• Support minor construction, repair activities, equipment replacements, and building system maintenance.

4. CMMS & Asset Management Leadership

• Coordinate with internal teams for CMMS configuration, workflow development, naming conventions, user setup, security permissions, and module deployment.
• Ensure all O&M teams maintain asset accuracy, validate data quality, and ensure compliance with preventive maintenance standards.
• Provide training and daily system support for staff and customers.
• Coordinate with warehouse supervisor on inventory controls, asset lifecycle forecasting, and replenishment standards.

5. Technical Oversight & Building Systems Support

• Provide oversight of building controls, access/security systems, HVAC automation, and technical system configuration performed by assigned staff.
• Assist in evaluating technical purchases, specifications, compatibility, and system standardization.
• Perform energy analysis, payback calculations, and support efficiency initiatives.
• Conduct facility inspections, data reviews, and QA/QC coordination to ensure system reliability and regulatory compliance.

6. Workforce Coordination & Development

• Supervise assigned operational support teams; recommend personnel actions, training opportunities, coaching, and performance feedback.
• Encourage credentialing, technical proficiency, safety, professional growth opportunities, succession planning and technical knowledge transfer.
• Foster a collaborative, customer-focused, and accountable culture aligned with county values.

7. Customer Support & Stakeholder Collaboration

• Support O&M Manager as a secondary escalation point for departmental concerns, service requests, contract issues, and facility impacts.
• Maintain strong communication with partner departments, external agencies, contractors, and community stakeholders.
• Communicate facility status, scheduling impacts, and maintenance updates clearly and professionally.

8. Emergency Preparedness & Response Support

• Assist in O&M emergency planning, storm readiness, damage assessment, restoration activities, and emergency operations.
• Serve in leadership roles during activations.
• Ensure team readiness and continuity of operations.

9. Additional Duties

• Prepare reports, analyses, presentations, and data summaries.
• Maintain regulatory documentation, CMMS data integrity, and operational records.
• Perform related duties as required.

Qualifications

Modern principles and practices of facility management, O&M operations, building systems, and lifecycle asset management.

• Mechanical, electrical, plumbing (MEP), HVAC, controls, physical security, energy management, and building envelope systems.
• Procurement, contract administration, specifications writing, QA/QC programs, and vendor management.
• OSHA, ADA, NFPA, Florida Building Code, and related safety and building regulations.
• Budget development, cost-benefit analysis, workload forecasting, and operational reporting.

Skills in:

• Leadership, coordination, workflow optimization, and support-based coaching.
• Planning, prioritizing, delegating, and coordinating complex workloads across multiple teams and sites.
• Interpreting technical documents, blueprints, specifications, and regulatory requirements.
• Negotiating contracts, managing vendors, and ensuring quality, timeliness, and customer service of divisions work.
• Communicating effectively across technical and non-technical audiences.
• CMMS configuration, data troubleshooting, asset management, and analytics.
• Reviewing technical documentation, interpreting specifications, and supporting design and system changes.
• Problem-solving, process analysis, continuous improvement, and cross-team communication.

Ability to:

• Lead and manage large multidisciplinary technical and maintenance teams.
• Analyze problems, identify root causes, generate alternatives, and implement solutions.
• Develop and manage budgets, forecasts, and operational metrics.
• Prepare clear reports, correspondence, proposals, and presentations.
• Build collaborative relationships with team members, leadership, contractors, and community partners.
• Respond effectively to emergencies, rapidly changing conditions, and high-priority facility issues.
• Maintain confidentiality, professionalism, and high ethical standards.

Supplemental information

PHYSICAL SKILLS: Ability to communicate effectively using verbal, written, and visual communication. Ability to walk, stand, stoop, lift, and perform physical inspections of buildings and grounds.

EDUCATION, TRAINING AND EXPERIENCE: Graduation from an accredited college or university with a Bachelor's Degree in Engineering, Architecture, Business Administration, Construction Management, Public Administration, or related field and Four (4) years OR an Associate degree of similar focus with Eight (8) years of progressively responsible experience in facilities management or building operations, including supervisory/administrative responsibility over large or complex facilities. Experience in public-sector facilities management preferred.

LICENSES, CERTIFICATIONS OR REGISTRATIONS: Must possess a valid Florida driver's license. Facilities Management Professional (FMP), Certified Facility Manager (CFM), Sustainable Facilities Professional (SFP), PMP, or relevant trade licensures (Mechanical, Electrical, General Contractor) preferred.

ADA STATEMENT: A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans with Disabilities Act.

DRUG-FREE WORKPLACE: Pasco County BOCC is a drug-free workplace in accordance with Federal and Florida law.

EMERGENCY RESPONSE/RECOVERY ACTIVITIES: All employees will be required to work before, during, or after an emergency. During an emergency, employees may temporarily be assigned to work and perform duties outside the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.

VETERANS' PREFERENCE: Under Section 295.07, F.S., Chapter SSA-7, Pasco County BCC provides to Veterans, that preference in appointment will be given to preference-eligible applicants.