Assistant Facilities Manager

Job Title

Assistant Facilities Manager

Job Description Summary

This is a hybrid management position that will directly and indirectly manage individuals, building staff and operations across the Midwest. The Assistant Facilities Manager drives implementation of company best practices in alignment with client goals and objectives to deliver a well-managed and maintained buildings.

Job Description

Under the supervision of the Senior Facilities Manager, the Assistant Facilities Manager is responsible for assisting in all areas defined as part of the Facility Manager position. This is an assistant management position that will interact with the client, building staff, operations/engineering, and coordinate across the facilities organization at a specific location. In addition, the Assistant Facilities Manager will provide administrative support to the Facilities Management Team.  The Assistant Facilities Manager drives implementation of company best practices in alignment with client goals and objectives to deliver a well-managed and maintained building.

 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
• Manage the building staff in absence of the Senior Facility Manager. Includes all managerial functions, which are included in the Facility Manager and Senior Facility Manager job descriptions or directed by the manager.
• Responsible for the day-to-day operations of the facility(s) or campus, including janitorial, life-safety, engineering, site services, and general maintenance are implemented and carried out in a manner consistent with C&W policies and client directives.
• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of the properties.

• Primary contact for processing all badging requests for new/terminated employees, troubleshooting and auditing, working with Landlord Security department and client database.

• Support Regional Manager and Senior FM needs and coordinate initiatives from the COE as directed.• Respond promptly to requests for building maintenance, repairs, cleaning needs, etc. from building occupants and for the implementation of ongoing contract programs to address and resolve needs and problems. Includes monitoring of client work order requests, routing to appropriate departments/vendors, ensuring requests are responded to and completed in a timely and satisfactory manner. 

• Compile information necessary to ensure all site-specific documentation and reports are completed accurately and on time, including (and as applicable): Property Information Book, Site Operating Manual, Emergency Procedures Manual, IIPP Manual, Local Code Compliance Log, ADA Compliance Log, OSHA Log, Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, As-built Drawings, IIPP Manual, Paid Invoices File, General Files, Contract Files, Annual Property Conditions and Year- end Performance Report and other reports and documentation as required.
• Assist in Preparation of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(s) or complex as directed.
• Provide information and reports necessary for the development of capital budgets for the facility and region. This includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction initiatives.
• Collect, analyze, and prepare reports of such statistical data as may be required to provide accurate and current assessment of facility management objectives across the region.
• Draft and distribute monthly newsletter to onsite employees, featuring upcoming events, process changes, and general building/office updates.

• Understanding of management contract, vendor agreements, and other building/facility contracts and all requirements contained therein• Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims as required.
• Proactively inspect the facility, systems, rooms, common areas, etc. and report back any findings or issues to the Senior Facility Manager.

• Provide additional point of contact for Building Property Management Office. Participate in monthly Landlord meetings. Field and coordinate requests from client requiring LL approval. Assist in holding Landlord accountable for Lease required services and deliverables. 

KEY COMPETENCIES
1. Communication Proficiency (oral and written)
2. Technical Proficiency
3. Problem Solving/Analysis
4. Teamwork Orientation
5. Relationship Management
6. Financial Acumen
7. Vendor Relationships

IMPORTANT EDUCATION<