Facilities Transition Manager

Job Title

Facilities Transition Manager

Job Description Summary

The Facilities Transition Manager oversees the Transition Program here at C&W. The Transition Program is extremely fluid and encompasses sites coming into our portfolio and under our management and sites exiting our portfolio and management and going back to the client. There are a multitude of tasks and steps for each scenario that must be followed and completed timely. The Facilities Transition Manager is responsible for engaging and operating in both client systems as well as internal C&W systems to ensure a smooth site transition within both systems and accurate data is captured and reflective within both parties’ systems.

Job Description

• Daily engagement with client Work Order system to review and manage site information and statuses.  Additional actions and responsibilities within the client work order system include:

  • Enter information into the client Work Order system when needed by utilizing the comment feature and/or entering information directly into specific fields

  • Track and monitor all newly created SIM Tickets and act when required

  • Track and monitor all existing SIM Tickets and act when required

  • Work with the client as needed to ensure all client required fields and attachments are complete and present

  • Additional systems as required

• Firm understanding of all the processes and tasks relative to onboarding a new client location into our portfolio and under our management

• Firm understanding all the processes and tasks relative to offboarding an existing client location out of our portfolio and our management and turning it back to the client

• Ability to read and interpret a lease to ensure accurate setup of preventative maintenance services.

• Ability to read and interpret a lease to support accurate handover back upon lease expiration.

• Create and complete client required approval form accurately and timely for each site that enters and exists our portfolio

• Oversee and ensure each team member manages their tracker responsibilities timely.  Partner and work with internal leaders as needed to ensure work is being done correctly and timely. This will consist of reaching out to various client members to ensure approvals are completed timely

• Daily engagement with the client’s Financial Approval Tool to gain approval from various members of the client. Additional actions and responsibilities within the client work order system include:

  • Complete all required fields within the client system

  • Attach required documentation

  • Review status and manage client approvals as needed.  This will consist of reaching out to various client members to ensure approvals are completed timely

  • Ensuring all approvals go through (communicating when approval is stuck in a person’s queue timely)

• Manage Sites Onboarding Tracker relative to your role.

  • Accurately enter/populate all required fields relative to your role for each site

  • Daily review of new and existing sites to ensure fields are accurately populated according to the process

  • Add required documentation as an attachment

  • Monitor other team members fields and communicating with them and leadership when information is not populated. Oversee and ensure each team member manages their tracker responsibilities timely.  Partner and work with internal leaders as needed to ensure work is being done correctly and timely. This will consist of reaching out to various client members to ensure approvals are completed timely

  • Manage weekly internal governance reports to ensure accuracy and completeness of our internal tracks

  • Provide support to the extended team as needed to ensure the processes are being followed timely and through to completion

  • Schedule and manage pre-transition meetings for each site that enters and exists our portfolio to ensure. Independently complete other required tasks associated with this meeting.

  • Manage the creation of an initial site budget.

• Manage Sites Offboarding Tracker

  • Accurately enter/populate all required fields relative to your role for each site

  • Daily review of new and existing sites to ensure fields are accurately populated according to the process

  • Add required documentation as an attachment

  • Monitor other team members fields and communicating with them and leadership when information is not populated. Oversee and ensure each team member manages their tracker responsibilities timely.  Partner and w