Assistant Manager- Construction

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work and stewardship help employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence and “drive” for accuracy to join our Property Management team. This position requires a solid background of advanced construction skills, used daily. The incumbent will enjoy a challenging atmosphere and being part of a productive team that supports The District and the surrounding community. The District is looking for an individual with a desire to utilize their cutting-edge skills. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits including Dental and Vision Insurance
• 401(a) Retirement Plan, with contributions funded by the District
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for both Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

JOB SUMMARY

This position is responsible for reporting to and assisting District Property Management Construction Manager, in the construction planning and oversight of facility assets for the Department. This position performs professional construction administration work in the design, review, and management of assigned capital improvement construction projects. Position is responsible for pre and post construction inspections to ensure adherence to project specifications, as well as tasks involving monitoring the design work and schedule of architectural and engineering consultants, contractors and inspection personnel engaged in the construction, and inspection of contractor work on capital construction projects.

Areas include, but are not limited to, District buildings, park improvements, and other facility asset projects. Responsibilities include the coordination of multiple projects simultaneously in various phases of development including planning, consultant selection, design management, selection of contractors, construction management, contract administration, inspection, contract closeout and warranty administration. This position is also responsible for management of maintenance work necessary to provide for full and uninterrupted operations at all the District staffed fire stations. This position provides construction support for other DPM Divisions and for District Utility buildings by providing budget estimates, design coordination, vendor recommendations and other support services. Position performs essential functions, as outlined herein, according to the assigned project(s).

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

Staff Management

• Meets with staff on a regular basis to discuss project schedules, issues, coordination, and important organizational information.
• Effectively manages the workgroup including but not limited to: timesheet & PTO approval, personal development plans, hiring, invoice and work order approvals.
• Responsible for identifying existing and future resource needs of assigned staff.
• Responsible for finding or developing opportunities for necessary training for assigned staff.
• Responsible for tracking renewals of certifications for assigned staff.
• Exhibits 24 hour/7-day availability to assist on call staff when necessary.
• Ensures all staff in workgroup has necessary safety equipment and training to perform their assigned duties.
• Participates in Department planning for recruitment and retention strategies.
• Actively participates in Department and division succession planning strategies.

Asset Management

• Participates in the development and implementation of workflows from Department/Division standard operating procedures for use in District assigned asset management system.
• Establishes baseline condition assessment for facilities, maintenance and replacement schedules within the District provided asset management resources.
• Tracks and updates maintenance and replacement schedules for assigned assets under District provided asset management resources.
• Ensures all assigned staff is trained to be efficient in the asset management system. Also responsible for ensuring staff is fully utilizing the District provided asset management resources and responding to requests for service within a timely manner.
• Ability to effectively research and develop creative or innovative solutions for unique District asset maintenance or replacement challenges.

Project Management

• Works with the Manager in the delivery of projects from conception through completion to ensure project goals are met within the scheduled timeframe, established budgets, and quality standards established within the project by the District. This will be accomplished by regular communication with assigned DPM supervisors, contractors, and associated departments.
• Reviews plans and specifications with engineering design staff and consulting engineering firms from inception to completion.
• Receives, reviews various records and reports, e.g., land surveys, construction plans, site plans, memos, correspondence.
• Establishes and/or adjusts work procedures and schedules as needed to comply with the established project completion date while ensuring all affected departments are notified of any schedule impacts in a timely manner and that all required coordination is performed.
• Effectively manages project change orders within contracts, including but not limited to evaluation of contract requirements, schedule analysis, cost estimates, budget constraints, and correspondence or negotiation with contractor for change order resolution.
• Provides approval for plans upon satisfaction of all applicable compliance standards, conducts site inspections for rendering final approvals; performs re-inspections as needed to ensure notices for correction are brought into compliance.
• Conducts pre-design, design, pre-bid, pre-construction, and construction phase conferences; conducts meetings with contractors, consultants, stakeholders and staff for review, analysis, and management purposes.
• Inspects and approves/disapproves all phases of construction and improvement work to ensure construction is completed in compliance with the plans, standards, specifications, special requirements, codes, and regulations.
• Serves as project manager of assigned project; prepares periodic project status reports; assists in the preparation and administration of project budgets.
• Provides project oversight and coordination on-site for projects, ensuring adherence to all contractual agreements, project specifications, rules, and related regulatory standards and guidelines.
• Evaluates and provides resolution to on-site construction problems.
• Reviews and recommends approval of changes in design, substitution of materials on construction projects.
• Inspects completed project and approves requisitions and payments to architects, engineers, and contractors.
• Assists the negotiation process of construction contracts and change orders with professional consultants and contractors. Ensures compliance with all change orders as directed.
• Attends advisory board meetings that pertain to the assigned projects or Department.
• Reviews, analyzes, and interprets construction documentation, contractual proposals, and engineering data.
• Reviews final pay request and closeout contracts.
• Able to schedule, coordinate and lead project meetings such as pre-construction, progress meetings, meetings for issue resolution and other professional meetings as required.
• Identifies opportunities for improvement within the community, perform cost benefit analysis, make recommendations, and review findings with upper management to develop action plans to successfully meet project objectives.

Compliance

• Interprets and ensures compliance of the District policies and safety procedures by both DPM staff and all subcontracted vendors.
• Interprets and maintains compliance with applicable regulatory requirements within the assigned areas of responsibility.

Emergency Management:

• Must be able to promptly respond and develop solutions for an effective immediate and corrective response plan for emergency events.
• Coordinates inventory, mobilization, dispatch, and tracking, prior to, during and after an emergency incident for District assets.
• Coordinates with stakeholders and assigned staff for advanced planning and actions prior to forecast emergency related events to minimize impacts to District assets.
• Implement and understands the command structure and management system for emergency management as related to required FEMA training courses.
• Utilizes existing District purchasing policies for emergencies and ensure proper documentation and record keeping.
• Acts in the assigned role to support the District in disaster preparation and/or disaster recovery efforts as described in the VCCDD Emergency Preparations Operation Plan (EPOP). As a member of District Property Management Department, may be responsible for the coordination of the clearing of roadways and cleaning of drainage structures to prevent local or area-wide flooding.

Communication

• Responds to and handles resident problems and concerns in a manner that conforms to our core value of hospitality.
• Effectively communicates with local media outlets regarding requested information and coordination for media coverage of assets as approved by the Department Director.
• Communicates regularly with members of management group(s) to discuss activities, goals, plans and resident input.
• Keeps Director and Assistant Directors apprised of status of all projects and issues on a regular basis.
• Discusses opportunities to increase efficiencies by reviewing existing District policies and procedures to ensure best use of District resources demonstrating the Districts core value of stewardship.
• Develops and maintains effective working relationships with all internal and external stakeholders.

Budget/Purchasing

• Prepares items as needed or requested to assist in preparation of annual budget for maintenance and capital improvements reflecting necessary and requested expenditures with required documentation and support, within indicated timeframe. This includes forecasting demands for future maintenance and capital needs.
• Oversees development and maintenance of ongoing project and cost estimate list by DPM supervisors for their assigned properties, ensuring same are submitted through the Districts’ budgetary process to ensure approval within necessary timeframes.
• Prepares and maintains required reports necessary to accurately reflect actual expended costs to current budgets.
• Works with DPM Financial Coordinator to comprise a 10-year Capital Improvement Plan, assemble and maintain their District area budget.
• Evaluates impact of increased service demands or requirements for capital project construction on operating budget for assigned assets. Must be able to evaluate the relationship between service level and budget.
• Works within District policies and procedures related to RFP and/or BID process to establish contract requirements, project scopes, project duration or contract term, pre-approved venders, and contractor selection.
• Utilizes tracking and reporting system to evaluate contract/service performance.
• Verifies all project-related invoices within required timeframe to ensure accurate and efficient payment of same.

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Models behavior to the District Core Values at all times;
• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
• Provides world class customer service.

MINIMUM EDUCATION AND EXPERIENCE (Includes, but not limited to)

• Bachelor’s Degree in Business Administration, Construction Management, Engineering, Urban & Regional Planning or related field; 5 or more years related experience and/or training; or equivalent combination of education and experience.
• Greater years of experience in the industry may substitute for a portion of the required education on a year- for-year basis; or Licensed General Contractor may substitute for the required education, or equivalent combination of education and experience.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• Required FEMA (ICS) certifications must be completed within six months of hire.
• FDOT Intermediate MOT must be completed within six months of hire.
• All candidates and employees must successfully pass background screening.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES (Includes, but not limited to)

Knowledge

• Minimum five (5) years related and progressively knowledgeable and responsible experience as project liaison or project coordinator for construction, capital projects, or infrastructure development including inspections, architectural and site plans review, drafting and administration of contracts, development, and issuance of bid solicitations, bid review and award recommendations, as applicable to assigned functional area.
• Knowledge of buildings, electrical, plumbing, heating and air conditioning, cement block and wood structures, concrete and asphalt.
• Considerable knowledge of architectural drawings production techniques, and information management techniques relating to architecture, engineering, public works, and building construction
• Considerable knowledge of contract administration principles and practices, forms, and procedures relative to facilities and infrastructure construction activities.
• Broad knowledge of structural design, and air-conditioning, plumbing and electrical systems.
• Bidding and budget management.

Skills

• Intermediate or better proficiency in personal computer skills, preferably Microsoft Office package involving Word, Excel, Access, Outlook, and PowerPoint.
• Experience with interpreting complex and detailed technical data.
• Excellent written and verbal communication skills and professional appearance.
• Must possess and demonstrate strong leadership skills.

Abilities

• Ability to successfully read blueprints &/or building site plans.
• Ability to successfully read and comprehend materials such as memos, correspondence, contracts, agreements, and written orders as needed to ensure work activities are accomplished according to District policy and procedures.
• Ability to successfully communicate thoughts and ideas in a logical, cohesive, and comprehensible manner.
• Ability to successfully interact with a diverse population to include courtesy, tact and diplomacy as needed to provide/gather information, assign and follow up on work duties, and establish effective relationships.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to)

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee will be exposed to the following:

• Interior office environments, with moderate to loud noise typical for the work environment i.e., when in office setting with moderate noise of computers and printers and moderate customer traffic.
• Diverse outside weather conditions including wet and/or humid conditions; with moderate to loud noise typical for the work environment.

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Regularly required to stand, walk, push/pull; use hands/fingers; reach forward and overhead; kneel, stoop, twist, squat, sit, climb, balance, crouch, or crawl; lift and carry up to 55 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.