Facilities Project Administrator

POSITION SUMMARY

Under the general guidance and direction of the Senior Facilities Capital Projects Manager, the Facilities Capital Projects Administrator oversees the dual delivery of comprehensive property management and construction management services. This role is uniquely responsible for directing property management functions for the 50-acre mixed-use City Center Property Maintenance (CCPM) campus, providing construction management for the City of Englewood (COE) Capital Projects portfolio, and executing routine and specialized COE Facility Maintenance operations. The Administrator ensures all projects and properties are maintained to the highest standards of safety, aesthetic appeal, and financial accountability.

REPORTING RELATIONSHIPS

Reports to: Senior Facilities Capital Projects Manager

Direct Reports: None

DUTIES & RESPONSIBILITIES

City Center Property Management

• Conducts comprehensive daily physical inspections of the approximate 50-acre city owned property including transit-adjacent zones, green spaces, and commercial/residential perimeters—to proactively mitigate vandalism, remove abandoned vehicles, and ensure premium grounds cleanliness.


• Serves as the primary operational point of contact for seasonal and emergency property maintenance contractors; routinely communicate with vendors to ensure all facility equipment and systems are in good operational order.

Capital Construction & Project Management

• Oversees municipal building modifications, interior finishes, and structural renovations from initial planning and Request for Proposal (RFP) development through construction, closeout, and the warranty period.


• Reviews architectural drawings, structural plans, and technical specifications; manages design preparation tasks outsourced to engineering and architectural consultants.


• Performs frequent on-site inspections to document construction progress via structured field reports, answers Requests for Information (RFIs), evaluates shop drawings, and ensures strict compliance with building codes and municipal ordinances.


• Oversees the scheduling, construction sequencing, and cleanup operations for specialized contractors (e.g., wood floor refinishing, major tenant improvements) during the compressed yearly closure weeks across four (4) core city facilities.


• Coordinates furniture orders, delivery, and physical installation across all city facilities.

Fiscal, Procurement & Council Administration

• Partners with the Finance Department's Procurement Division to solicit quotes, evaluate competitive bids, and draft contract documents in strict compliance with the city’s Procurement Policy.


• Authorizes administrative documentation, executive summaries, and formal council memos for all capital and property contracts exceeding $125,000 requiring formal City Council approval.


• Manages line-item budgets for assigned capital accounts. Reviews contractors pay applications and change orders, analyzes actual costs against contract bid prices, and processes invoices rapidly to eliminate payment friction.


• Collaborates with the Facilities Assistant Manager and Senior Facilities Capital Projects Manager to present capital projects to City Council, the City’s Leadership Team, and other stakeholders.

Security, Surveys, & Division Support

• Manages and assigns badges for all new hires, replacements, and lost cards using the city’s Winpak security badge software system.


• Provides regular updates on assigned projects to the Senior Facilities Capital Projects Manager.


• Available to assist in developing, implementing, and analyzes customer service surveys to gauge user satisfaction on completed facility and capital improvement projects of the Facilities Division.


• Available to prepare or coordinate special studies and comprehensive reports related to City’s building facilities.


• Serves on the Tenant Improvement Process (TIP) committee.

Other Duties and Responsibilities

• Responds to after-hours property requests, citizen-submitted alerts, or structural emergencies, particularly when contractual work is scheduled outside of standard municipal business hours.


• Other duties as assigned.

EDUCATION

• High school diploma or GED and an associate’s degree in a field such as engineering, construction management, or facilities management required within one year of employment


• Bachelor’s degree in related field preferred.

RELATED WORK EXPERIENCE

• Minimum three years of progressively responsible facilities maintenance or building construction experience or completion of a Construction Management Certification Program

An equivalent combination of education and experience may be substituted

LICENSES, REGISTRATIONS, or CERTIFICATIONS

• None required.


• Construction Management Certification preferred.

NECESSARY SPECIAL REQUIREMENTS        

In addition to the above requirements, new hires must, as a condition of employment, pass the following pre-offer and post-offer/hire processes

• In-person interviews


• Reference checks


• Background checks, which may include local police check


• DMV check


• Drug Screening


• Fingerprint checks through CBI/FBI.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge

• Modern principles of facilities management, building systems (MEP), and lifecycle commercial asset preservation.


• Construction management methodologies, project sequencing, trade coordination, and contractor field oversight.


• Architectural blueprints, civil engineering plans, design specifications, and spatial layout interpretation.


• Municipal procurement standards, public bidding frameworks, fund accounting, and local/state regulatory statutes.


• Familiarity with RSMeans Cost Guide for Commercial Construction

Skills and Abilities

• Computer Skills - Strong skills needed to prepare and manipulate spreadsheets, perform quantity and cost calculations, prepare written reports, and input data.


• Communication - Strong skills needed to interact with consultants, contractors, and other City employees. Strong written skills needed to write reports and documents for various projects including Council communications and technical memoranda. Ability to present orally in a clear and concise manner.


• Analytical - Strong skills needed to evaluate complex problems and propose alternatives and solutions.


• Project Management – Strong skills needed to coordinate a plan from conception to completion and to schedule and track progress.


• General Management - Strong skills needed to prepare construction cost estimates, project documents & reports and project specifications.


• Mathematical – Strong skills needed for field measurement and calculations/verification of quantities


• Stakeholder Management- Skills needed to engage diverse stakeholders in the development and implementation of complex, multi-faceted projects.

PHYSICAL EXERTION

☐  Exerting up to 10 pounds of force occasionally (multiple times a week) and/or a negligible amount of force frequently (multiple times a day) or constantly to lift, carry, push, pull or otherwise move objects.

☐  Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

☐  Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

☒  Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.

☐  Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects.

WORKING CONDITIONS

Encounters with hazardous conditions (including electrical currents, heavy equipment, fumes, bodily fluids, extreme temperatures, threatening behaviors, inadequate lighting, restricted movement, or intense noise) is:

SALARY RANGE

$66,965 - $100,448/Annual Pay Rate

BENEFITS

The City of Englewood offers a comprehensive benefits package including but not limited to:

• Medical, Dental, and Vision Plans


• Retirement Plans


• Paid Time Off 


• Paid Sick Leave 


• 12 Paid Holidays

More information about our benefits can be found here 

APPLICATION DEADLINE

Friday, June 26th, 2026