Assistant Director of Facilities
Portland Public Schools, Maine, Portland, ME, United States
The Assistant Director of Facilities supports the Director in overseeing the planning, coordination, and daily operations of the Facilities Department for Portland Public Schools. This position plays a key leadership role in coordinating facilities operations, capital improvement projects, building systems performance, vendor management, and regulatory compliance across district facilities.
The Assistant Director serves as a liaison between the school district, City departments, regulatory agencies, architects, engineers, contractors, and school leadership to ensure district facilities are safe, compliant, and effectively maintained.
The Assistant Director focuses on facilities planning, capital project coordination, building systems performance, and vendor management, while the Facilities Manager oversees day‑to‑day maintenance and custodial operations across district facilities. In the absence of the Director, the Assistant Director assumes operational responsibility for the department.
ESSENTIAL RESPONSIBILITIES + Facilities Operations
Coordinate operational activities of the Facilities Department including work order systems, building access control, records management, and departmental coordination
Support administration of the department's operating budget including monitoring expenditures, tracking energy usage, and maintaining operational records
Manage approved community use of school facilities including coordination of scheduling, cost estimates, and invoicing
Maintain documentation, reports, and communications related to facilities operations and projects
+ HVAC and Building Systems
Provide oversight of district HVAC systems and mechanical infrastructure, including coordination of preventive maintenance programs
Monitor building automation and energy management systems to support efficient building performance and indoor environmental quality
Troubleshoot building system issues and coordinate repairs with maintenance staff and service contractors
Evaluate the condition and lifecycle of major mechanical systems to support long‑range capital planning and equipment replacement strategies
+ Vendor and Contractor Management
Manage relationships with HVAC service vendors and facilities contractors
Coordinate service work, review contractor reports, and verify completion of preventive maintenance activities
Assist with development of scopes of work, procurement documents, and contract administration
+ Capital Planning and Construction
Coordinate planning and implementation of district capital improvement projects
Serve as liaison between the district, architects, engineers, contractors, and City departments
Monitor project schedules, budgets, and compliance requirements
Maintain project documentation and financial records related to capital construction projects
Support development and implementation of the district's Capital Improvement Plan (CIP)
+ Environmental Health and Safety
Respond to indoor air quality concerns and coordinate environmental testing with outside consultants
Oversee remediation or corrective actions to maintain safe and healthy building conditions
Provide operational leadership and support to the Director of Facilities
Supervise the
Facilities Manager , who oversees district maintenance and custodial operations including approximately
80 maintenance and custodial staff
Coordinate departmental priorities related to building systems, capital projects, and contractor services
Support development of maintenance priorities and preventive maintenance strategies in coordination with the Facilities Manager
Represent the Facilities Department in meetings or committees as assigned
Participate in after‑hours emergency response related to building alarms or facility incidents
Assume departmental leadership responsibilities in the absence of the Director
EDUCATION, TRAINING, AND EXPERIENCE
Bachelor's degree in Facilities Management, Engineering, Architecture, Construction Management, Business Administration, or a related field, or equivalent professional experience
Minimum five years of experience in facilities management, building operations, or construction project management. Experience coordinating capital construction projects preferred
KNOWLEDGE, SKILLS, AND ABILITIES
Strong knowledge of HVAC systems, building mechanical infrastructure, and building automation systems
Experience managing HVAC vendors, contractors, and service providers. Knowledge of facilities operations, maintenance practices, and building systems
Ability to review architectural and engineering plans and specifications
Experience preparing scopes of work and coordinating procurement or bid processes
Strong organizational, communication, and project coordination skills
Ability to build collaborative relationships with contractors, school leadership, and community stakeholders
PHYSICAL DEMANDS
Requires walking over rough, uneven, and rocky surfaces at construction sites, climbing ladders and scaffolding, and accessing roofs for inspections
Sufficient physical strength to permit lifting and moving of heavy objects
Occasional exposure to a variety of weather conditions
Exposure to heated/air‑conditioned and ventilated facilities
Exposure to buildings in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment
SPECIAL REQUIREMENTS
Requires traveling to school facilities on a frequent and unscheduled basis
Class C driver's license and a clean driving record
EMPLOYMENT DETAILS
Full-time (1.0 FTE)
Permanent
Non‑represented
Salaried position, not eligible for overtime
Salary range: $90,000-$100,000
Eligible for benefits as described here
Reports to: Director of Facilities Planning, Management, and Maintenance
ABOUT PORTLAND PUBLIC SCHOOLS Portland Public Schools is one of the most diverse district's north of Boston, MA, with more than 50 languages spoken by our students and their families. It is the largest district in the state of Maine, serving almost 7,000 students from Pre‑K to 12th grade, spread across 20 building and partner sites.
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The Assistant Director serves as a liaison between the school district, City departments, regulatory agencies, architects, engineers, contractors, and school leadership to ensure district facilities are safe, compliant, and effectively maintained.
The Assistant Director focuses on facilities planning, capital project coordination, building systems performance, and vendor management, while the Facilities Manager oversees day‑to‑day maintenance and custodial operations across district facilities. In the absence of the Director, the Assistant Director assumes operational responsibility for the department.
ESSENTIAL RESPONSIBILITIES + Facilities Operations
Coordinate operational activities of the Facilities Department including work order systems, building access control, records management, and departmental coordination
Support administration of the department's operating budget including monitoring expenditures, tracking energy usage, and maintaining operational records
Manage approved community use of school facilities including coordination of scheduling, cost estimates, and invoicing
Maintain documentation, reports, and communications related to facilities operations and projects
+ HVAC and Building Systems
Provide oversight of district HVAC systems and mechanical infrastructure, including coordination of preventive maintenance programs
Monitor building automation and energy management systems to support efficient building performance and indoor environmental quality
Troubleshoot building system issues and coordinate repairs with maintenance staff and service contractors
Evaluate the condition and lifecycle of major mechanical systems to support long‑range capital planning and equipment replacement strategies
+ Vendor and Contractor Management
Manage relationships with HVAC service vendors and facilities contractors
Coordinate service work, review contractor reports, and verify completion of preventive maintenance activities
Assist with development of scopes of work, procurement documents, and contract administration
+ Capital Planning and Construction
Coordinate planning and implementation of district capital improvement projects
Serve as liaison between the district, architects, engineers, contractors, and City departments
Monitor project schedules, budgets, and compliance requirements
Maintain project documentation and financial records related to capital construction projects
Support development and implementation of the district's Capital Improvement Plan (CIP)
+ Environmental Health and Safety
Respond to indoor air quality concerns and coordinate environmental testing with outside consultants
Oversee remediation or corrective actions to maintain safe and healthy building conditions
Provide operational leadership and support to the Director of Facilities
Supervise the
Facilities Manager , who oversees district maintenance and custodial operations including approximately
80 maintenance and custodial staff
Coordinate departmental priorities related to building systems, capital projects, and contractor services
Support development of maintenance priorities and preventive maintenance strategies in coordination with the Facilities Manager
Represent the Facilities Department in meetings or committees as assigned
Participate in after‑hours emergency response related to building alarms or facility incidents
Assume departmental leadership responsibilities in the absence of the Director
EDUCATION, TRAINING, AND EXPERIENCE
Bachelor's degree in Facilities Management, Engineering, Architecture, Construction Management, Business Administration, or a related field, or equivalent professional experience
Minimum five years of experience in facilities management, building operations, or construction project management. Experience coordinating capital construction projects preferred
KNOWLEDGE, SKILLS, AND ABILITIES
Strong knowledge of HVAC systems, building mechanical infrastructure, and building automation systems
Experience managing HVAC vendors, contractors, and service providers. Knowledge of facilities operations, maintenance practices, and building systems
Ability to review architectural and engineering plans and specifications
Experience preparing scopes of work and coordinating procurement or bid processes
Strong organizational, communication, and project coordination skills
Ability to build collaborative relationships with contractors, school leadership, and community stakeholders
PHYSICAL DEMANDS
Requires walking over rough, uneven, and rocky surfaces at construction sites, climbing ladders and scaffolding, and accessing roofs for inspections
Sufficient physical strength to permit lifting and moving of heavy objects
Occasional exposure to a variety of weather conditions
Exposure to heated/air‑conditioned and ventilated facilities
Exposure to buildings in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment
SPECIAL REQUIREMENTS
Requires traveling to school facilities on a frequent and unscheduled basis
Class C driver's license and a clean driving record
EMPLOYMENT DETAILS
Full-time (1.0 FTE)
Permanent
Non‑represented
Salaried position, not eligible for overtime
Salary range: $90,000-$100,000
Eligible for benefits as described here
Reports to: Director of Facilities Planning, Management, and Maintenance
ABOUT PORTLAND PUBLIC SCHOOLS Portland Public Schools is one of the most diverse district's north of Boston, MA, with more than 50 languages spoken by our students and their families. It is the largest district in the state of Maine, serving almost 7,000 students from Pre‑K to 12th grade, spread across 20 building and partner sites.
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