Assistant Facilities Manager

Under the supervision of the Facilities Manager, the Assistant Facilities Manager supports the facilities organization at a specific location, set of buildings, or campus environment. This role emphasizes a positive response to tenant concerns and needs, environmental health and safety, and quality programs, aligned with the client's goals and objectives.

About the role

This position is 100% onsite.

Schedule

Monday - Friday, 8:00 AM - 5:00 PM (subject to change).

Responsibilities

• Ensure 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.
• Review all contracts regularly, bid them 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.
• Respond promptly to requests for building maintenance, repairs, cleaning needs, etc., from building occupants and implement ongoing contract programs to address and resolve needs and problems under the direction of the Facility Manager.
• Compile information to ensure all site-specific documentation and reports are completed accurately and on time, including (but not limited to):
  • 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
  • Paid Invoices File
  • General Files
  • Contract Files
  • Annual Property Conditions and Year-end Performance Report
• Prepare 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, including contributions toward a five-year plan of maintenance, facility improvement, and cost-reduction initiatives.
• Collect, analyze, and prepare reports of statistical data to provide accurate and current assessments of facility management objectives.
• Be thoroughly familiar with the management contract, vendor agreements, and other building/facility contracts and all requirements contained therein.
• Monitor and ensure tenants and vendors comply with insurance requirements and coordinate all claims as required.
• Proactively inspect the facility, systems, rooms, common areas, etc., and report findings or issues to the Facility Manager.

Key Competencies

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

Requirements

• Associate’s degree in facilities management, building, business, or other related field (required).
• Bachelor’s degree (preferred).
• Minimum of 3-5 years of relevant experience, preferably in commercial or industrial real estate with facility management experience.
• Experience in maintenance, construction, engineering, and all facets of property operation and building management (preferred).
• CMMS/Work Order Management experience (preferred).

Qualifications

• Certified Facility Manager (CFM), International Facilities Management Association (IFMA), or 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 in 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 require travel 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.
• Remain in a stationary position for 50-75% of the time.
• Extend hands and arms in any direction.

Other Duties

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Benefits

Cushman & Wakefield provides eligible employees with an opportunity to enroll in a variety of benefit programs, including:

• Health, vision, and dental insurance
• Flexible spending accounts
• Health savings accounts
• Retirement savings plans
• Life and disability insurance programs
• Paid and unpaid time away from work

Pay

The compensation for this position is $37.60 - $44.23 per hour. The company will not pay less than minimum wage for this role. Compensation may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.