GENERAL POSITION SUMMARY

The Manager of Construction and Facilities Planning coordinates and develops facility plans and construction initiatives, ensuring alignment with organizational priorities, budgetary constraints, and long-term infrastructure needs. This position provides strategic management over long range infrastructure and facilities planning, as well as management over new and ongoing projects including oversight of new construction, renovations, and major maintenance projects for the District’s fire stations, training facilities and administrative offices. The Manager of Construction and Facilities Planning collaborates with internal stakeholders, architects, engineers, contractors and vendors to ensure projects are completed on time, within budget, and in accordance with local, state and Federal standards, building codes and District requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES (The following statements are illustrative of the duties and responsibilities of the position and do not list every duty that may be required of the employee for this position. The District retains the right to change the duties and responsibilities of the position at any time without notice.)

Facility Planning and Budget Management

Leads the planning, development and execution of SMFR’s long-range facilities planning; provides support with budget forecasting; utilizes facility condition assessments to recommend improvements aligned with SMFR priorities and standards.

Leads the prioritization of facilities projects based on a variety of factors including district growth, funding, risk, and other regulatory requirements.

Prepares executive level reports and recommendations regarding facility planning and construction projects; communicates project status to the Board of Directors and leadership; participates in public meetings and planning sessions.

Provides cost estimates for new construction, renovations, and other major facility investments to assist in long-term financial planning.

Develops, manages and tracks project budgets; coordinates with the Internal Services Support Specialist to establish contract encumbrances in the financial system; monitors budget expenditures throughout the project ensuring accurate reflection of commitments and remaining balances; reviews vendor invoices for accuracy, identifies discrepancies and coordinates corrections; reconciles expenditures against encumbrances ensuring financial records are accurate and up to date.

Works closely with finance personnel to ensure proper accounting for facilities and construction expenditures; facilitates and reviews contracts, purchase agreements, work estimates, payment requests, and change orders and routes to the appropriate party for processing according to the contract documents; ensures adherence to District policies.

Executes contract closeout confirming all invoices, deliverables and documentation have been completed; updates financial system and maintains accurate records.

Project Management

Provides oversight and coordination for new construction, renovations, and major maintenance projects, ensuring adherence to approved project scopes, contract requirements, timelines, budgets, NFPA standards, applicable building codes, and District policies.

Develops project scopes, timelines, and preliminary budgets; manages requests for proposals and/or contracted services; outlines specifications, evaluates proposals and recommends awards; administers contracts for compliance with terms and conditions with design professionals and contractors; ensures alignment and adherence with District policies.

Coordinates, collaborates and gathers input from SMFR personnel to ensure facilities meet the unique needs of SMFR operations.

Monitors project progress and risks; resolves issues impacting delivery; communicates concerns and issues to leadership, as necessary. 

Liaises with landowners, brokers, government agencies, design professionals and developers for new land acquisition opportunities; reviews site related reports, plats and zoning documents; coordinates necessary permits; interfaces with consultants and local governments regarding future projects.

Reviews architectural plans, drawings and specifications; recommends approval of plans, designs, cost estimates, environmental documents, reports and studies for construction projects.

Performs site visits during construction; manages and coordinates with consultants, ensures quality and completeness of projects, monitors adherence to contract agreements to keep projects on time and within budget.

Coordinates project closeout activities, including verification of substantial and final completion, management of warranty documentation and corrective work, authorization of final payments, and confirmation of receipt of all required certificates of occupancy. Plans and manages employee relocation and operational transitions into or out of facilities undergoing construction or renovation.

Provides regular project updates to executive team, board of directors, employees and community stakeholders; acts as a department representative for construction related inquiries.

Attends and participates in professional meetings and conferences; stays abreast of new trends and innovations that may be applicable to SMFR’s needs.

Performs other duties as assigned.

Bachelor’s Degree in Construction Management, Engineering, Architecture, Facilities Management, or a closely related field is required.

Five (5) years of responsible experience in managing facilities planning, construction and/or project management is required; public sector and fire related experience is highly desirable.

Must obtain CPR certification within one (1) year of hire.