Assistant Facilities Manager

Responsible for supporting Facility Manager’s efforts in day-to-day implementation of policies, procedures and programs that will ensure a well-managed, well-maintained building, placing maximum emphasis on positive response to the needs of the building occupiers, environmental health and safety, and quality programs, in coordination and conjunction with the client’s goals and objectives. Experience in managing technical/engineering operations and facilities best practices. Promoting positive work atmosphere while supporting and overseeing direct reports.

ESSENTIAL DUTIES:

• Supports and oversees the day-to-day operational management of all aspects of the property to assure maintenance of approved quality standards.
• Overseas the preparation and coordination of fire, life safety and other safety programs. Ensures that policies and procedures are followed.
• Coordination of all maintenance programs relating to interior and exterior conditions and appearance of the properties.
• Knowledge of server room applications such as supplemental, HVAC, UPS, generator.
• Review & assure full compliance with standards established within the service agreement.
• Participates in the selection of contract services, vendor negotiation of service agreements. Oversees day-to-day vendor performance to assure full compliance with standards established within the service agreement.
• Supervise multi-disciplinary teams of direct reports and contract staff including janitorial, maintenance, security, food service, pantry, post / office services.
• Works with staff in the planning and organization of internal and building-to-building moves. Involved with the selection of movers and other necessary specialty trade contractors/vendors. Liaison to various in-house support groups for moves.
• Responsible for the completion of work order requests in a timely fashion and to the satisfaction of the requesting associate. May coordinate with Engineer or other maintenance staff to coordinate completion of requests.
• Assist and supports Manager on the day-to-day financial management of the property and maintenance of financial records and files, as needed. Assist with preparation of the budget, financial reviews and monthly management reports.
• Assist in the development of monthly operating or financial reports.
• Review for accuracy and approve monthly invoices preparing for payment.
• Assist in obtaining proposals and/or development of scope of work for contract development
• Responsible for the positive and prompt response to requests from building tenants and client. Continues ongoing communications and liaison with the Owner’s Representative to ensure needs are being met.
• Perform regular “sweeps” of the workspace(s) to identify areas/items/equipment/materials in need of repair, replacement or upgrade. Reports all issues as applicable to manager and or records in CMMS system. Recommends maintenance, mechanical, electrical, and structural modifications as needed.
• Manages maintenance tasks ensuring completion, not limited to closing in CMMS system.
• Knowledge of CMMS work order systems.
• Awareness of environmental and sustainability activity. Assist in upload of data into client’s environmental platform.
• Assist in coordinating and overseeing building /employee events such as large meetings, Senior Leadership meetings, employee awareness events.
• May perform other duties as assigned

Other Job functions

• May review leases to ensure compliance with lease provisions.
• Actively participate in the development and management of the account

EDUCATION

• Bachelor’s Degree or equivalent experience
• Professional certifications in facility management field preferred or relevant experience.

EXPERIENCE:

• Minimum of 3-5 years of real estate/facility coordination or management experience required
• Ability to work well with a variety of different individuals both inside and outside of the company
• Ability to handle multiple complex tasks with minimal supervision while also adhering to the policies and procedures and Owner objectives

SKILLS

• Strong computer, writing and communication skills
• Proven analytical abilities

WHAT WE OFFER:

• Fast paced working environment
• Entrepreneurial and supportive team
• Competitive salary
• Discretionary Bonus