The Senior Facilities & Real Estate Project Manager leads and manages high-level projects at OMSI in collaboration with a breadth of vendors, partners, and OMSI personnel, with an emphasis on facilities, exhibits, and real estate property.

They are also responsible for supervising the Facilities & Real Estate Project Manager and 3rd party vendors, which includes providing training and regularly monitoring performance, with an emphasis on adhering to and prioritizing safety and emergency procedures and policies.

Essential Duties and Responsibilities:

• Facilities, Exhibit, and Real Estate Project Management:
  • Leads and manages high-level projects related to facilities, exhibits, and real estate property at OMSI. This includes:
    • Developing project plans including setting objectives, defining project scopes and budgets, allocating resources, establishing timelines, and coordinating with different teams to ensure successful project execution;
    • Managing teams related to facility projects, such as overseeing the day-to-day activities (maintenance, housekeeping, security) and ensuring efficient coordination and collaboration amongst personnel, setting performance goals, and implementing strategies to optimize project management effectiveness and cost-efficiency;
    • Acting as the primary point of contact between OMSI, tenants, and other stakeholders for tenant improvement projects, which includes monitoring progress(es) and addressing emerging issues;
    • Collaborating with internal teams, contractors, architects, and vendors to ensure effective coordination, high-quality workmanship, timely completion, safety and compliance, and communication throughout the project lifestyle;
    • Providing regular updates and communications to tenants while addressing concerns and receiving and incorporating feedback.
  • Collaborates with the OMSI staff and the Leadership Team on OMSI Maintenance projects and emergency situations, with an emphasis on museum operations and safety;
• Capital Improvement and Infrastructure Upgrade and Renovation Projects:
  • Oversees capital improvement and infrastructure upgrade and renovation projects aimed at enhancing OMSI's facilities. This includes:
    • Identifying areas for improvement, conducting feasibility studies, developing project budgets, managing contractors, and ensuring timely completion and budget constraints;
    • Ensuring compliance with building codes and regulations, as well as evaluating technical specifications;
    • Coordinating and liaising with engineering and construction teams, as well as overseeing and monitoring progress, conducting site inspections, and ensuring work aligns with engineering plans and standards.
  • Sustainability Initiatives:
    • Identifies opportunities to improve energy efficiencies, reduce waste, and implement environmentally friendly practices in assigned projects;
    • Collaborates with teams to develop and execute sustainable projects (e.g. renewable energy installations, water conservation measures, and waste management strategies).
  • Facilities and Real Estate Data Analysis:
    • Gathers and analyzes relevant project data to provide insights and recommendations to the senior leadership team in support of strategic initiatives and facilities-related decisions;
    • Collaborates with cross-functional teams to develop financial models, assess project risks, and evaluate impact of different scenarios.
  • Supervises the Facilities & Real Estate Project Manager, including 3rd party vendors:
    • Delegates facilities-projects on a daily basis and tasks, and scheduling of work shifts;
    • Provides training and regularly monitors performance, with an emphasis on safety and emergency procedures and policies;
    • Prepares and facilitates the development and implementation of staff workplans, and provides regular 1-on-1s, check-ins, regular team meetings, and performance reviews.

Working Conditions:

• This position is exempt, paid salaried;
• This position is regular full-time scheduled for 40 hours/week;
  • Requires working onsite at the museum location;
  • Requires a flexible work schedule, including extended hours as needed;
  • Requires working on some weekends, holidays, and/or evenings;
  • Requires 24-hour on-call duties for critical systems.
• Physical Demands: 60% sitting, 35% standing, 5% lifting/carrying up to 50 lbs;
  • Ability to lead tours of OMSI property;
  • Regularly climbs stairs and/or ladders, depending on project needs.
• Vision Demands include:
  • Close vision (clear vision at 20 inches of less)
  • Distance vision (clear vision at 20 feet or more)
  • Color vision (ability to identify and distinguish colors)
  • Peripheral vision (ability to observe an area that can be seen up and down or to the left or right while eyes are fixed on a given point)
  • Depth and perception (three dimensional vision, ability to judge distance and spatial relationships)
  • Ability to adjust focus (ability to adjust the eyes to bring an object into sharp focus)
• Environmental Demands include:
  • Extreme cold (non-weather)
  • Extreme heat (non-weather)
  • Outdoor weather conditions
  • Work near moving mechanical parts
  • Work in high, precarious places
  • Fumes or airborne particles
  • Toxic or caustic chemicals
  • Risk of electric shock
• Noise Levels include:
  • Quiet (examples: library, private office)
  • Moderate (examples: business office with computers and printers, light traffic)
  • Loud (examples: metal can manufacturing department, large earth-moving equipment)

Secondary Responsibilities

Secondary responsibilities include-but are not limited to-the following:

• Participates in the Facilities Advisory Committee in a content expert capacity;
• Communicates project progress with Facilities leadership and other staff (e.g.,All-Staff meetings);
• Creates and develops business cases and proposals for Facilities-related strategic projects under the guidance of the President and CEO and VP of Real Estate & Facilities. Presents results to the Facilities Advisory Committee for review, prioritization, modifications, and approval.
• Conducts record keeping for drawings, critical engineering, construction documentation, financial documentation, project communication updates, or similar;
• Drafts and submits requests for proposals (RFPs) for external contractors and parties;
• Enters and tracks all projects in FMX (Facilities Management Software) and maintains information accuracy (costs, prioritization, and storage of pertinent documentation);
• Seeks opportunities and develops strategies to pursue funding to advance OMSI development and facilities objectives in collaboration with OMSI's fundraising team.

Knowledge and Skills:

REQUIREMENTS:

• Business Practices:
  • Ability to present project and numerical data effectively, including the ability to convey information, ideas, and updates to various stakeholders (executive, project teams, stakeholders, and more);
  • High proficiency with Google Suite and/or Microsoft Office;
  • Ability to model and support a positive team dynamic with paid and unpaid staff;
  • Ability to effectively handle multiple tasks, often with overlapping and time-sensitive deadlines and an attention to detail with a high degree of accuracy;
  • Ability to adhere to high standards of confidentiality, protocol, and community agreements;
  • Exercises sound judgment while upholding high integrity and ethical standards.
• Facilities and Engineering Knowledge and Expertise:
  • Possesses a strong understanding of facilities management principles and best practices, including knowledge of building systems, maintenance requirements, and operations;
  • Possesses technical knowledge of engineering principles and concepts related to facility operations and infrastructure projects, as well as knowledge of electrical, mechanical, and structural systems;
  • Possesses a deep understanding of building codes, regulations, and compliance requirement relevant to infrastructure projects;
  • Possesses a deep understanding of sustainability principles, practices, and industry standards in service of energy efficiency measures, waste reduction strategies, renewable energy technologies, and sustainable materials and practices.
• Project Planning, Budgeting, and Financial Analysis:
  • Demonstrates expertise in project planning and development to create detailed project plans for both tenant and OMSI improvement projects;
  • Demonstrates proficiency in time and budget management for project completion;
  • Exhibits a strong understanding of financial concepts and metrics to assess the financial feasibility of projects.
• Project Management:
  • Demonstrated ability to effectively manage and track multiple projects (scope and budgets ranging from $10k - $5 million) simultaneously with stringent and often overlapping deadlines, with an emphasis on monitoring project progress, conducting site inspections, and verifying that work aligns engineering plans and standards;
  • Ability to effectively pivot between individual and team-based work with an excellent attention to detail and a high degree of accuracy;
  • Ability to effectively and efficiently facilitate meetings, with an emphasis on senior management, sponsor, and stakeholder alignment;
  • Ability to clearly present and communicate information to diverse audiences, maintain audience attention, and respond to audience needs;
  • Excellent interpersonal, written, and presentation communication skills that encourage collaboration, team-building, and accountability with people of diverse talents and backgrounds. This includes:
    • The ability to provide clear instructions that effectively and accurately convey information to internal and external stakeholders (e.g. project staff, architects, contractors, vendors, and other OMSI departments);
    • The ability to collaborate on projects of various scopes and personnel while maintaining positive working relationships to achieve common goals.
  • Project Teams and Relationship Management:
    • Demonstrates strong leadership and team management skills to effectively manage and supervise assigned staff and project teams, including the ability to set performance goals, provide clear direction and guidance, motivate team members, and foster a positive work environment;
    • Possess excellent stakeholder coordination skills to serve as the primary point of contact between OMSI, tenants, and other stakeholders involved in tenant improvement projects;
    • Strong understanding, knowledge, and skills in engaging diverse stakeholders, with an emphasis on advancing diversity, equity, and inclusion through a racial equity lens;
    • Possess strong contractor management skills to ensure efficient project execution, including the ability to select and manage contractors, negotiate contracts, oversee work progress, and ensure compliance with project specifications, quality standards, and safety regulations;
  • Supervision and Leadership:
    • Ability to model and support a positive team dynamic with an emphasis on coaching and mentoring paid, unpaid staff, and various external stakeholders using asset-based feedback;
    • Ability to conceptualize and explain high-level, big-picture ideas and strategies, then apply them at a tangible, operational level in service of staff and colleagues;
    • Ability to manage project budgets, estimate labor time and costs for projects, and manage employee and vendor workloads across multiple and simultaneous projects;
    • Ability to establish, maintain, and support professional relationships with community, industry, and institutional giving partners.

PREFERENCES:

• Excellent oral and written communication skills in a non-English priority language in Oregon.

Education & Work Experiences:

REQUIREMENTS:

• Minimum of 8 years experience with the following:
  • Experience managing high-level and complex projects related to facilities, exhibits, and/or real estate property, with examples of developing, managing, and/or re-forecasting budgets;
  • Experience working in a commercial or industrial setting, with an emphasis on mechanical, electrical, plumbing, refrigeration, tenant improvements (painting/office remodeling), and preventative maintenance;
  • Experience working in construction environments or interfacing directly with General Contractor(s) and various trades sub-contractors;
  • Examples of providing support and strategic insights to an organization's executive team in service of strategic initiatives and objectives through data-driven analysis;
  • Examples of effective utilization of project management tools or tracking systems or tools (MS Project, FMX, Asana, Basecamp, or similar);
  • Demonstrated experience working effectively with people of diverse backgrounds and talents in a professional work environment;
  • Experience working collaboratively in both small and large teams/departments/projects.
• Minimum 3 years supervisory experience, with an emphasis on best practices in staff professional development-leading by example, mentorship, and identifying areas for growth and improvement;
• Examples of effective customer service skills and abilities that demonstrate the ability to interact, engage, and communicate with people of various professions and technical abilities.

PREFERENCES:

• An academic degree in the sciences, construction, or related fields/disciplines;
• Experience managing and/or mentoring other project managers.

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Additional Requirements/Preferences; Including Licenses and Certifications:

REQUIREMENTS:

• Valid driver's license, and meets the requirements in the Motor Vehicle Record (MVR) Policy, which includes passing the MVR check;
• Pre-employment checks, such as criminal background checks and reference checks.

PREFERENCES:

• Project Management Certification.

Benefits and Perks at OMSI

• Multiple health plans (OMSI pays 86% of employee premiums)
• 403(b) retirement with employer match eligibility
• 2 weeks of vacation per year
• 2 weeks of sick time per year
• 12 personal / cultural days (PTO) per year
• Free annual OMSI Family Membership
• Reciprocal Employee Attractions Pass (REAP)
• Inclusion-centered professional development opportunities
• Employee-led rewards and recognition program
• Discounts on summer programs for employee's children