Associate, Critical Environments Manager

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What this job involves - We are seeking a highly organized and detail-oriented Associate, Critical Facilities Operations to provide essential administrative and coordination support for our mission-critical Research & Development (R&D) laboratory portfolio. This role is a key partner to two Critical Facilities Managers (CFMs), enabling them to focus on high-level technical oversight and strategy.

The Associate will be the administrative backbone of the facilities team, responsible for coordinating vendor activities, administering the change management process, and maintaining meticulous documentation across a wide range of sites. This position emphasizes strong process management and communication skills to ensure the smooth, efficient, and safe execution of all maintenance and operational tasks within our critical lab environments.

Key Responsibilities

Administrative & Work Coordination

• Coordinate and schedule all preventative and corrective maintenance with vendors across multiple sites, ensuring no scheduling conflicts and minimal operational impact.

• Administer the site's change management control process by processing work requests, tracking approvals, and communicating schedules to all stakeholders.

• Process and track all Method of Procedures (MOPs), ensuring documentation is complete and filed correctly before work begins.

• Serve as the primary point of contact for contractor onboarding and scheduling, ensuring they have the necessary site access and awareness of safety protocols.

• Maintain the master schedule of all maintenance activities for the sites supported, providing clear visibility to the CFMs and lab teams.

Documentation, Compliance & Reporting

• Maintain accurate and organized records of all maintenance activities, engineering logs, MOPs, and incident reports in the Computerized Maintenance Management System (CMMS).

• Compile data and assist in preparing regular reports on system performance, vendor activities, incidents, and key performance indicators (KPIs) for the CFMs.

• Support compliance efforts by maintaining records required for local, state, and federal regulations and assisting with audit preparations.

• Document outcomes of facility-related incidents and track the completion of corrective actions as identified by the CFMs during root cause analysis (RCA).

Operational & Financial Support

• Assist the CFMs in overseeing facility operations by tracking work orders, monitoring vendor performance against service level agreements (SLAs), and escalating issues as needed.

• Develop a working knowledge of the lab's critical MEP infrastructure to effectively coordinate work and understand operational risks.

• Support budget tracking by processing invoices, tracking purchase orders, and providing data to the CFMs for operational and capital budget management.

• Assist in maintaining the documentation for disaster recovery and business continuity plans.

Qualifications

Required:

• Experience: 2-4 years of experience in a coordination or administrative role within facilities management, property management, construction, or another technical environment.

• Education: Associate's or Bachelor's degree in Facilities Management, Business Administration, or a related field; equivalent professional experience will be considered.

• Technical Knowledge: A fundamental understanding of facilities operations and Mechanical, Electrical, Plumbing (MEP) concepts.

• Process Management: Exceptional organizational skills with proven experience in a process-driven environment (e.g., managing work orders, change controls, or complex schedules)