Assistant Facilities Manager

Essential Responsibilities: 

• Ensure 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. Ensure all contracts are reviewed on a regular basis and are bid out as required and confirm invoices match contract pricing 

• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of the properties 

• Under the direction of the Facility Manager, 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 

• 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 

• Prepares budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(s) or complex as directed 

• Assist in providing information and reports necessary for the development of capital budgets for the facility. 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 

• Expected to be thoroughly familiar with the 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 Facility Manager 

• Creatively solve problems to ensure appropriate accountability is maintained with respective workstreams and are operating in an efficient and effective manner 

• Collaborate in the development of strategic planning with the leadership team and develop short- and long-range operating objectives, policies and programs 

• Collaborate cross-functionally with counterparts in other workstreams in order to learn and utilize best operational practices and offer innovation to the client 

• Foster coordination and communication with the leadership team to develop and implement an annual plan for developing a high quality, collaborative work environment 

• Spearhead training programs for employees and coordinate appropriately 

Key Competencies: 

• Highly analytical, organized and detail oriented with strong math and communication skills 

• Strong knowledge of word processing, strong writing skills, research experience and financial analysis 

• Communication Proficiency (oral and written) 

• Technical Proficiency 

• Problem Solving/Analysis 

• Leadership 

• Teamwork Orientation 

• Relationship Management 

• Financial Management 

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 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) 

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; remain in a stationary position for 50-75% of the time; and extend hands and arms in any direction.