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University of California, Berkeley · 1 day ago

Facilities Manager (5198U) - #83718

Berkeley, CA

Full-time

Onsite

Mid, Senior Level

$83K/yr - $108K/yr

The University of California, Berkeley is a world-leading institution dedicated to academic and research excellence. They are seeking a Facilities Manager to oversee day-to-day operations of residential facilities, ensuring exceptional customer service and a safe living environment while managing staff and critical functions such as maintenance and emergency preparedness.

Responsibilities

Responsible for day-to-day operations of residential facilities, ensuring adequate front desk staffing meets advertised hours of operation. Promoting high-quality customer service and effectiveness of work

Monitor facility conditions, coordinate, and advocate for timely service response from internal departments (RSSP Maintenance & Trades, Custodial & Grounds Services, Design & Projects, Campus Facilities) and outside vendors to ensure all facility-related needs are appropriately prioritized and met

Perform comprehensive routine facilities inspections (including building walks, room, furniture, security, event setup, and Health & Safety assessments) and communicate directly with all relevant stakeholders—residents, guests, vendors, and internal staff—to coordinate maintenance, address service requests, and guarantee smooth operational flow

Supervises a team consisting of an Administrative Assistant, Student Supervisors, and Student Assistants who handle mail services, work order response tracking, key (physical & electronic) management, customer service inquiries and problems in person and via phone/email. Function as a resource for escalated customer service problems

In conjunction with the unit Administrative Assistant, support year round student recruitment, onboarding, training, and evaluations. Conduct disciplinary action as needed

Responsible for completing annual union performance evaluations for Administrative Assistant. Support staff professional development, provide constructive feedback, monitor and correct staff performance as needed

During Summer Conference Season, utilize StarRez system for executing critical logistics such as room inspections, unit turnovers, linen exchange, event setup, guest arrivals and departures, conference attendee management and meal-card distribution. Prioritizing urgent guest work orders and ensuring seamless unit access (fobs and hard keys) for conference guests. Frontline customer service is essential, involving after-hours lockouts, access issues, unexpected check-ins, and customer service complaints

Maintains University and personnel records

In collaboration with the Work Order Center Manager, and direction from the Director of Residential Operations, support all residential emergency preparedness programs, policies, and procedures across RSSP/Housing Facilities

Responsibilities include, but are not limited to: drafting, proofreading, and centralizing all Standard Operating Procedures (SOPs), standardizing emergency supply inventory and upkeep, emergency and business continuity planning training sessions, all other emergency preparedness activities, and all other administrative support

Contribute to cross-unit engagement, ensuring implementation, and compliance with established emergency preparedness plans at a unit-level

Execute and uphold all unit-level emergency preparedness and business continuity activities. Implement departmental and unit Standard Operating Procedures (SOPs). Maintain accurate staffing and resident rosters

Maintain detailed recordkeeping of emergency supply inventory at a unit level, periodically replenishing supplies to meet required inventory amounts

Ensure unit staff are trained on plans and materials developed at department emergency and business continuity training sessions

Collaborates with Custodial Operations, Design & Projects, and Maintenance & Trades to advocate for all facilities needs including, but not limited to: student unit/room inspections and turnovers, event setup, providing analysis on complex operational projects, and maintenance work completion

Year-round communications with Berkeley Housing Administration in regards to student room allocation, room transfers, contract cancellations, accommodations, facilities complaints, etc

Close partnership with Res Life for managing student conduct issues, upholding Housing Terms & Conditions, and the Residential Code of Conduct

Working closely with Summer Conference Housing, the role facilitates comprehensive $16 million summer conference operations. Furthermore, the role requires proactive communication with conference guest coordinators and Summer Conference Coordinators regarding updates, guest requests, and last-minute changes

Coordinates with Berkeley IT to resolve technological issues such as unit card access troubleshooting, phone line problems, and internet/wifi outages

Responsible for Cal1Card issuance, which includes receiving, completing verifications, and distributing for all incoming student residents. Troubleshooting Cal1Card access issues as necessary

Develop and revise Standard Operating Procedures (SOPs) and guidelines to address operational processes, space utilization, inefficiencies, and recommend improvements in effort to continuously innovate residential operations and the overall customer service experience

Identify and streamline operations in preparation for major events such as, Move-in, Move-out, Summer Conference Housing, and Cal Day

Assess daily operations and recommend changes to maintain compliance with federal, state, and local requirements and internal policies

Monitors unit budget and reviews expenditure tracking (bluCard and Bearbuy) to ensure fiscal responsibility of all purchases

Review work-study awards throughout the academic year to ensure student staff are within compliance

Evaluate unit internal and external purchases against operational needs, actively identifying and recommending areas for potential budget savings

Provides department direction and expertise on operational, staffing, budget and human resource policies and processes to advance and align with RSSP’s mission and objectives

May participate, as appropriate, in service and professional development, related to facilities management, emergency preparedness, staff management, etc

Manages independent assignments, special projects, and other relevant duties as assigned

Qualification

Facilities maintenance knowledgeEmergency preparednessCustomer service skillsBudget managementStandard Operating Procedures (SOPs)Supervisory experienceMulticultural familiarityCommunication skillsInterpersonal skillsProblem solvingWriting skillsLeadership skills

Required

Working knowledge of policies and procedures relative to facilities maintenance, equipment, customer service, safety and emergency preparedness, electronic access systems, WebTMA, and StarRez and/or Kinetic (Kx) applications

Working knowledge in facility maintenance and improvements along with building maintenance work to include one or more of the following: basic plumbing and pipefitting, carpentry, painting and plastering, service of machinery, electrical maintenance, mechanical systems, and custodial operations

Excellent customer service skills, ability to analyze and resolve issues in a timely manner

Ability to communicate, document and de-escalate as needed

Strong communication skills with all levels of staff, residents, parents, guests, and external vendors/contractors, both verbally and in writing

Familiarity with international multicultural environments

Demonstrate strong writing skills. Use of correct grammar, spelling, and punctuation to compose and edit documents effectively

Excellent proofreading skills

Ability to exercise integrity and discretion in all matters to protect confidential information as dictated by policy

Experience supervising professional and student staff

Skills in professional development, communication, mentorship, delegation, and disciplinary measures

Strong interpersonal skills, including active listening, critical thinking, effective multi-tasking, persuasion, negotiation, mentoring, leadership/supervision, problem solving, operations analysis and quality control analysis

Ability to develop strong working relationships

Ability to respond to after-hours facility related emergencies, as part of the Housing Facilities on-call rotation program

Ability to work on-site in-person daily, with infrequent remote opportunities as approved by the Director of Residential Operations

Knowledge regarding emergency preparedness within a large-scale organization

Experience with Standard Operating Procedures (SOPs), organizing training and inventory tracking

Strong budget skills and ability to operate in a fiscally responsible manner

Bachelor's degree in related area and/or equivalent experience/training