Assistant Facility Manager

Job Title

Assistant Facility Manager

Job Description Summary

Job Description

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Ensure a Welcoming Environment: Oversee the day-to-day operations of the facility(s) or campus, including janitorial, life-safety, engineering, site services, and general maintenance, ensuring they are carried out in a manner consistent with C&W policies and client directives. Regularly review contracts and confirm invoices match contract pricing.
• Maintain Property Appearance: Supervise all maintenance programs related to the interior and exterior conditions and appearance of the properties, ensuring a clean and inviting atmosphere.
• Respond to Occupant Needs: Under the direction of the Facility Manager, promptly address requests for building maintenance, repairs, cleaning needs, etc., from building occupants, fostering a hospitable and responsive environment.
• Accurate Documentation: Compile information necessary to ensure all site-specific documentation and reports are completed accurately and on time, including Property Information Book, Site Operating Manual, Emergency Procedures Manual, and other required reports.
• Financial Oversight: Prepare budgets, financial reports (monthly and quarterly), contracts, expenditures, and purchase orders related to the facility(s) or complex as directed.
• Support Capital Budgets: Assist in providing information and reports necessary for the development of capital budgets for the facility, contributing to a five-year plan of maintenance, facility improvement, and cost reduction initiatives.
• Data Analysis: Collect, analyze, and prepare reports of statistical data to provide an accurate and current assessment of facility management objectives.
• Contract Familiarity: Be thoroughly familiar with the management contract, vendor agreements, and other building/facility contracts and all requirements contained therein.
• Insurance Compliance: Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims as required.
• Proactive Inspections: Regularly inspect the facility, systems, rooms, common areas, etc., and report any findings or issues to the Facility Manager to maintain a high standard of hospitality.

KEY COMPETENCIES

Communication Proficiency (oral and written) Technical Proficiency Problem Solving/Analysis Leadership Teamwork Orientation Relationship Management Financial Management Hospitality Focus

IMPORTANT EDUCATION

• Associate’s degree in facilities management, building, business, or other related field required
• Bachelor’s degree preferred

IMPORTANT EXPERIENCE

• A minimum of 3-5 years relevant experience, preferably in commercial or industrial real estate with facility management experience required
• Experience in maintenance, construction, engineering, and all facets of property operation and building management preferred
• CMMS/Work Order Management experience is preferred

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Certified Facility Manager (CFM), International Facilities Management Association (IFMA), Building Owners and Managers Association (BOMA) industry certifications recommended; other Engineering, Business, or technical training or certifications a plus
• Ability to read and understand construction specifications and blueprints
• Proficient in understanding management agreements and contract language
• Skilled in Building Management Systems maintenance and monitoring
• Excellent computer and systems knowledge; Strong literacy in Microsoft Office Suite (MS Word, Excel, PowerPoint)
• Strong discipline of financial management including financial tracking, budgeting, and forecasting
• Knowledge of Financial Systems (Yardi a plus)

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. May be required to travel outside between properties in varying weather conditions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace