The job Responsibilities for Facilities/ Capital Manager Position are as follows:
- Review existing information
- Review available facility records, maintenance histories, inspection reports, drawings, asset lists, budgets, previous capital plans, and other relevant documentation.
- Identify missing, outdated, or incomplete facility and asset information.
- Develop an asset inventory
- Create or validate an inventory of major physical assets and building-system components for each assigned location.
- Record available information regarding asset type, location, age, condition, maintenance history, expected lifecycle, and replacement considerations.
- Establish a consistent format for maintaining asset information after the assignment ends.
- Conduct facility condition assessments
- Visit and assess Excel Society residences, DAL buildings, and other assigned locations.
- Evaluate the observable condition and performance of mechanical, electrical, architectural, structural, life-safety, exterior, and landscape components.
- Document deficiencies, photographs, available lifecycle information, and recommended actions.
- Identify conditions requiring specialist review where an assessment falls outside the Employee’s qualifications or authority.
- Assess and prioritize risk
- Evaluate identified deficiencies based on factors such as condition, probability of failure, operational impact, safety, compliance, business continuity, cost, and consequences of deferral.
- Apply a consistent prioritization methodology across all locations.
- Promptly escalate any observed condition that may present an immediate safety, compliance, or operational concern.
- Develop maintenance recommendations
- Identify preventive maintenance and lifecycle maintenance requirements for major building systems and assets.
- Distinguish between routine maintenance, corrective maintenance, minor repairs, and capital renewal requirements.
- Recommend maintenance priorities for deficiencies that will not be included in the capital plan.
- Identify opportunities to improve maintenance documentation and scheduling.
- Develop the five-year rolling capital plan
- Prepare a proposed five-year capital renewal and replacement plan covering all assessed locations.
- Identify, describe, prioritize, and schedule recommended capital initiatives.
- Provide preliminary budgetary cost estimates or cost ranges based on available information.
- Document the rationale, urgency, risk, dependencies, and consequences of deferral for each recommended initiative.
- Align recommendations with Excel Society’s operational needs, corporate priorities, and available resources.
- Create supporting tools and documentation
- Establish standardized templates for asset records, condition assessments, maintenance recommendations, project prioritization, and capital-plan updates.
- Organize electronic documentation using Excel Society’s approved systems and Microsoft 365 applications.
- Develop a recommended process for updating the asset inventory and five-year capital plan after the temporary assignment concludes.
- Coordinate with stakeholders
- Consult with the Director of Infrastructure and Capital Planning, site leaders, operational employees, Finance, maintenance personnel, contractors, and other relevant stakeholders.
- Obtain information regarding known facility issues, service disruptions, completed work, and operational priorities.
- Coordinate site access and assessment activities with minimal disruption to programs, residents, and employees.
- Report findings and transfer knowledge
- Provide regular progress reports to the Director of Infrastructure and Capital Planning.
- Present preliminary findings and priorities for review before finalizing the capital plan.
- Prepare and deliver a final written report, supporting documentation, and presentation.
- Conduct a knowledge-transfer session explaining the capital plan, asset records, maintenance recommendations, prioritization method, and required follow-up activities.
