Manager of Maintenance Operations

Company: International Facility Management Association
Location: Palo Alto
Posted on: June 1, 2025

Job Description:

Are you an experienced manager of facilities journey-level tradespeople looking for new challenges?
Do you have a proven track record of successful RFP development and management of contracted services?
Are you excited by servicing a wide variety of facilities where no two days are the same?
Are you looking for the stability of a position within the public sector that has generous benefits including a defined-benefit retirement plan?The City of Palo Alto is looking for a Manager of Maintenance Operations in the Facilities Management section to manage and direct the upkeep and enhancements of the City's facilities. Everything from the airport to the zoo needs to be maintained and kept operational for Palo Alto's citizens, and this is the position to ensure that happens. Palo Alto's Facilities Maintenance team is responsible for 130 buildings including over 2 million square feet of very diverse facilities.Work hours: 6:30 am - 4 pm on a 9/80 schedule with every other Friday offIdeal Candidate:
An experienced manager who possesses:
A thorough understanding of the operational and maintenance needs of building systems (mechanical, electrical, plumbing, fire alarm, fire sprinkler, elevators)
A thorough understanding of building components (roofs, walls, windows, doors, wall finishes, floor finishes, locks, furniture systems)
A thorough understanding of Building Management Systems (BMS) and lighting control systems
Experience and knowledge with blueprint reading and building codes
Experience with security access control systems
Experience in maintenance contract management
Familiarity with work order systems (Maintenance Connection a big plus)
Top-notch customer service skills
Public Sector experience or good understanding of municipal purchasing and budget processesA complete classification description and description of benefits can be found This position reports to the Manager of Facilities and supervises 13 journey-level tradespeople and additional contractors.Routine duties include:
Monitoring and delegating work assignments
Communicating with contractors and ensuring accurate work completion
Serving as point-of-contact for complex and public-facing tasks
Providing excellent customer service to client departments
Developing plans, specifications, cost estimates, purchasing documents, and contracts for buildings and equipment, maintenance, rehabilitation and capital improvement projects
Ensuring compliance with CalOSHA regulations
This position is fully in-person with no allowances for remote work.Why Palo Alto?
The City of Palo Alto is a progressive, cutting edge city that innovates in all areas of civic service and technology. The role of Manager of Maintenance Operations will bring this same level of innovation and service to the maintenance of the City's facilities. Why This Role?
No two days are the same - with responsibilities for everything from the airport to the zoo, there are constant opportunities to learn and grow to become a true expert in the field of facilities.
Mentor and Train - you will have the opportunity to set the culture within your team. You will encourage and develop talent and share your knowledge with those moving up in the field.
Professional Development - Tuition reimbursement, leadership training, and career growth opportunities.

Recruitment Timeline:
Minimum Qualification Review: Ongoing
First Review of Applications: April 23 - posting may close at any time after this date
Interviews: All interviews will be in-person with Round 1 interviews scheduled for mid-May and Round 2 interviews scheduled for late May.
Desired Start Date: mid to late June
This classification is at the first general management level. Incumbents are charged with managing the daily operations related to maintenance of all city facilities. Duties include developing budgets and monitoring expenditures, supervising trades staff and contractors, and resolving complex customer service issues. This position is responsible for implementation and compliance with safety and environmental regulations as well as city policies and procedures. Incumbents exercise a high level of technical expertise and prepare written and oral reports for management, boards and commissions, and City Council.

Essential Duties:
Essential and other important responsibilities and duties may include, but are not limited to, the following:
Supervises staff to include: prioritizing and assigning work; conducting performance evaluations; ensuring staff are trained; and making hiring, termination and disciplinary recommendations.
Manages maintenance operations section activities which includes: analyzing and reviewing work processes; scheduling maintenance; interpreting raw data; monitoring activities for compliance with applicable laws, ordinances, codes, rules, regulations, policies, procedures, and standards; ordering supplies and inventory; and/or, performing other related duties.
Develops processes and procedures for management reporting.
Prepares purchasing documents for RFQs, IFBs, and RFPs.
Reviews construction drawings and specifications for building maintenance requirements and City standards.
Develops and facilitates employee safety training and monitors safety compliance in the performance of work activities.
Ensures compliance with asbestos and lead regulations.
Conducts building and facility inspections to identify potential hazards and documents irregularities requiring action.
Prepares, reviews, interprets, and analyzes a variety of information, data, and reports; and makes recommendations and presentations based on findings.
Coordinates initiatives for the enhancement and improvement of service, program, and/or project delivery.
Assists in developing and administering the division budget; and approves expenditures within established guidelines.
Investigates complaints received from internal divisions, the City Council, residents, business owners, and/or other interested parties.
Assists in developing and maintaining short and long-term strategic planning processes in assigned area of responsibility.
Updates and maintains operating, procedural, and/or maintenance manuals and related files.
Participates in/on a variety of meetings, committees, and/or other applicable groups in order to receive and convey information.
Responds to and resolves building user complaints regarding lighting, cleanliness, temperature, noise, air quality and related issues.
Prepares and maintains a variety of records and reports pertinent to Facilities operations.
Performs other duties of a similar nature or level.

Minimum Qualifications:
Sufficient education, training and/or work experience to demonstrate possession of the following knowledge and skills, which would typically be acquired through:
Bachelor's degree in a related field AND five years of directly related experience, including two years of prior supervisory experience;
OR
An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Licensing Requirements:
Based upon area of assignment, some positions may require:
Valid California Driver's License.

Supplemental Information:
The City of Palo Alto is an Equal Opportunity Employer (EEO). In compliance with the American with Disabilities Act (ADA), the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both perspective and current employees to discuss potential accommodations with the employer.
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Keywords: International Facility Management Association, Cupertino , Manager of Maintenance Operations, Professions , Palo Alto, California