General Services Property Manager

GENERAL STATEMENT OF DUTIES

Perform supervisory work in organizing, directing, preparing, monitoring and managing departmental contracts for purchases of goods and services and the administration of contracts within the General Services Department. This includes supervising staff and overseeing contractors in the performance of all aspects of building operation that may include janitorial, lawn and grounds, trash, elevators, pest control and other duties necessary for the successful operation of Guilford County buildings.  Manages the supervisor of the Facilities Services Assistants at county-owned facilities.

DISTINGUISHING FEATURES OF THIS CLASS

An employee in this class is responsible for coordinating and supervising activities that support County building operations.  Work involves directing and managing the administration and development of contracts through a formalized Request to Contract process, in compliance with County policies and applicable laws governing the bidding and issuance of contracts in local government. 

Work involves performing coaching sessions as needed, maintaining accurate timekeeping records, approving employee leave time and timecards, preparing reports and records with details of the work progress, assisting General Services staff with preparing bid specifications, negotiating with vendors and ensuring staff and building compliance. This position requires contact with citizens, county employees, and contractors; therefore, tact, diplomacy, and courtesy are required.   Some independent judgment is required regarding how and when established procedures or guidelines are to be applied, and in setting task priorities among multiple assigned projects. 

The employee in this position must be able to communicate and interact with individuals at all organizational levels. Work is performed under the general supervision of the Building Maintenance Manager and is evaluated through meetings, periodic audits of completed assignments and compliance with established rules and regulations. 

DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include, but are not limited to:

• Create, negotiate, process, and manage contractual agreements and procurement proposals for service contracts. 
• Performs and documents routine field inspections/assessments of assigned county facilities and parks to verify contractual compliance for contracted services such as grounds maintenance, elevator maintenance, custodial, waste management, and pest control.
• Ensure that contracted vendors and suppliers comply with Guilford County security and insurance requirements. 
• Process purchase requisitions, submit contracts and review/approve monthly invoices for contracted vendors. 
• Prepare budget recommendations for maintaining and updating facilities and/or budgets for contracted services.
• Responds to and resolves staff service requests for contracted services, as well as communicates with and resolves any performance issues with contract service providers.
• Provides periodic reports and documentation related to contracted services. 
• Analyze and audit bid proposals, financial reports and other data related to contracted services.
• Communicates and interacts with personnel at all organizational levels as needed for contract management and to provide excellent customer service.   
• Understands, interprets, and applies provisions of federal, state, and local laws, rules, and regulations pertinent to the procurement and administration of contract services.
• Monitors work, goods or services received to ensure compliance with all deliverables as designated in the contract
• Manages the supervision of the Facilities Services Supervisor in the care and cleaning of County detention facilities. 
• Responsible for providing clean and sanitary conditions in all County restroom facilities.
• Performs related duties as required.

RECRUITMENT STANDARDS
Knowledge, Skills and Abilities

• Considerable knowledge of principles and practices of federal, state, and local procurement regulations and policies.
• Considerable knowledge of principles and practices of contract administration.
• Considerable knowledge of administration and management.
• Ability to communicate and interact with individuals at all organizational levels and various backgrounds.
• Computer skills and financial analysis skills as required by the department.
• Considerable working knowledge of building systems, housekeeping, grounds maintenance, and general maintenance.
• Ability to develop a written scope of work for contracted services to provide the desired service level.
• Ability to communicate clearly and concisely.
• Ability to work effectively with a variety of people.
• Ability to handle delicate situations and provide solutions.
• Ability to perform tasks and activities frequently under deadline pressure.
• Ability to develop and maintain effective working relationships with other employees, contractors and the public.
• Ability to utilize software for entering contracts, purchase requisitions, etc.
• Create, negotiate, process, and manage contractual agreements and procurement proposals for service contracts. 
• Knowledge of all aspects of janitorial cleaning procedures.
• Considerable knowledge of cleaning materials and equipment used in housekeeping and grounds operation.
• Knowledge of elevator function and maintenance.
• Supervisory experience of multiple employees, preferably at multiple locations. 
• Performs related duties as required.

MINIMUM QUALIFICATIONS
Bachelor’s degree in Business Administration, Construction Management, Facilities Management or a related field and one year of experience in contract management or procurement, and one year of supervisory experience; OR Associate degree in Business Administration, Administrative Technology or a related area and three years of experience in contract management or procurement and three years of supervisory experience; OR high school graduation and five years of related experience in contract management or procurement and five years of supervisory experience.  Valid NC Driver’s License required.Physical Demands
Work in this class is described as medium and frequently requires the physical exertion to move objects and complete tasks. Must be able to physically perform the basic life operational functions of climbing, balancing stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking hearing and repetitive motions.  Also, employees must possess the visual acuity to determine colors, read, write, and the accuracy, neatness and the thoroughness of work assigned. Heavy work exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently and/or up to 10 pounds of force constantly to move objects.

Work Conditions
Work is performed inside and out in varying conditions and in potentially adverse weather conditions.  May be exposed to loud noise. Hazards may include occasional exposure to health risk of infection when cleaning up body fluids as well as unsanitary conditions.

Driving is Essential 
Driving is an essential requirement of this position whether driving a County owned or personal vehicle to conduct county business.  Motor Vehicle Reports may be verified for valid driver’s license and that the driving record is compatible with the county’s driving criteria. 
If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County’s vehicle use policy. 

Special Note: This generic class description gives an overview of the job class, its essential job functions and recommended job requirements.   However, for each individual position assigned to this class, there is available a completed job description with physical abilities checklist which can be reviewed before initiating a selection process.  They can provide additional detailed information on which to base various personnel actions and can assist management in making legally defensible personnel decisions.