Facilities Services Administrator at Superior Court of California, County of Ventura – Ventura, California

The following duties are intended to describe the general nature and level of work performed by personnel assigned to this classification. The duties described are not intended to be an exhaustive list of all duties, responsibilities and skills required of the employee assigned to this classification:

• Assists the Facility Manager in managing all aspects of the facility's day-to-day operations and maintenance to meet quality standards.
  • Performs general maintenance and facilities services related to maintaining assigned buildings, facilities, and grounds (Ex: Security doors, safety/ergonomic issues, weather-stripping, security issues
  • Manage access control systems by distributing, maintaining keys or access cards.
  • Assists in performing facility assessments, that include all aspects of office, courtrooms and staff conditions such as carpet, paint, ceiling, lights, vents, doors, hinges, swing gates, sound systems, signage, furniture, minor plumbing, electrical and HVAC.
  • Coordinates, monitors and implements maintenance and improvements of court facilities.
• Performs work for special projects regarding facilities, such as renovations, moving, facility upgrades, court salvage program, and office space allocation.
• Helps select service providers and manage vendor relationships to ensure timely and effective service delivery. Assist with projects as needed to comply with project requirements.
• Delivers, set up materials or equipment that are needed for events, and meetings.
• Maintains inventory of assigned vehicles, keeps track of maintenance requirements and delivers/pickup to GSA maintenance when due.
• Reviews court plan, standard operating procedures and emergency procedures. Updates procedures as need.
• Work independently in the absence of supervision.
• Assist in preparing and coordinating fire, life safety, and other safety programs, as well as ensuring compliance with health and safety regulations.
• Ensure prompt and positive responses to requests and complaints from building tenants and clients.
• Track inventory of supplies, such as office materials and cleaning products, and place orders as needed.
• Maintain accurate records of maintenance schedules, vendor contracts, and safety compliance documentation.
• Responds to emergency or trouble calls involving facilities-related issues.
• Maintains effective, respectful and professional relationship with everyone encountered during course of work.
• Perform other related duties, as assigned.

Education: Any combination of training, experience, and/or education that would provide the required knowledge, skills and abilities. A typical way to obtain the required knowledge, skills and abilities would be completion of high school education or equivalent.

Experience: The equivalent of 2 years of full-time experience in facilities maintenance, construction or project management. Experience in public sector is preferred.

Knowledge, Skills, and Abilities:

Knowledge of:

• Methods, materials, and techniques used in performing general building maintenance and repair work.
• Operational characteristics of tools and equipment used in area of assignment.
• Proficiency in Microsoft Office Suite (especially Excel and Word), familiarity with work order systems, and knowledge of building systems (like HVAC, electrical, and security) are beneficial.
• Strong organizational and time management skills, excellent written and verbal communication, problem-solving abilities, and strong attention to detail is essential.
• Occupational hazards and standard safety practices.

Skills:

• Organizational skills: Strong attention to detail and time management abilities are necessary to prioritize tasks and meet deadlines.
• Communication: Effective written and verbal communication is essential for interacting with staff, management, and outside vendors.
• Problem-solving: The ability to identify and resolve minor issues quickly to minimize disruptions.
• Customer service: A polite and tactful manner is key when responding to requests from building occupants.
• Technical literacy: Proficiency with computer applications, including Microsoft Office Suite, and familiarity with facilities management software (CMMS) is often required.

Ability to:

• Perform some routine building maintenance and repair duties.
• Operate a variety of equipment and use a variety of power tools in a safe and effective manner.
• Safely and effectively use and apply cleaning materials and supplies.
• Read and understand floor plans and set-up specifications.
• Inspect the work of contractors and ensure quality standards are met.
• Understand and follow oral and written directions.
• Organize work and set priorities.
• Prepare and maintain a variety of records.
• Operate office equipment including computers and supporting software applications.

PHYSICAL DEMANDS

Primary functions require sufficient physical ability and mobility to work in an indoor and outdoor setting; to walk, stand, and sit for prolonged periods of time; to frequently stoop, bend, kneel, crouch, crawl, climb, reach, and twist; to lift, carry, push, and/or pull light to moderate to heavy amounts of weight; to operate assigned equipment and vehicles; and to verbally communicate to exchange information.

WORK ENVIRONMENT

Indoor and outdoor environment with travel to different sites and locations; exposure to noise, cleaning agents, dust and grease, mechanical and electrical hazards, and all types of weather and temperature conditions; occasionally works in confined spaces or on ladders/scaffolding.