Assistant Facilities Manager - Los Angeles

About the role

Serves as primary contact between clients, external vendors and internal stakeholders for seamless coordination of services. Maintains positive client relationships and conducts meetings on unresolved facility issues. Conducts routine maintenance inspections, diagnoses potential problems, and makes repairs. Performs ongoing preventive maintenance and repairs on mechanical, electrical, and other building systems. Ensures corrective / repair works are carried out in accordance with current regulations.

Responsibilities

• Assists with the installation and modification of furniture, office table and chairs, additional indoor furnishings, kitchen appliances, lighting replacement.
• Thoroughly and proactively investigates faults, identifies causes and effect remedies. Directly completes minor repairs, painting and installations where required.
• Liaises with building engineer team and vendors to escort and ensure completion of building systems work within tenanted space.
• Responds quickly to emergency situations, summoning additional assistance as needed.
• Schedules and manages the team's daily activities. Establishes work schedules, assigns tasks, and cross-trains staff. Sets and tracks staff deadlines.
• Mentors and coaches as needed.
• Performs and/or manages ongoing preventive maintenance and repairs within office spaces. Oversees vendor relationships. Reviews price quotes for the procurement of parts, services, and labor for projects. Logs and manages to completion maintenance Work Orders, reviews assigned work orders and partners with available systems to track completion. Updates and communicates with the client on all ongoing works.
• Supports office moves by moving crates, assembling furniture, and installing office fixtures. Supports meeting and events by setting up and dissembling furniture and other equipment within meeting rooms.
• Inspects existing installations for compliance with building codes and safety regulations. Communicates work orders to technicians and aids management in problem-solving. Identifies and solves technical and operational problems of complexity.
• Generates reports on open and closed work orders and verifies their status with the appropriate technician or vendor.
• Maintains records such as work orders, proposals, and department files. Creates vendor files and checks the accuracy of the completed paperwork. Ensures vendors understand work order and billing procedures. Processes invoices and ensures the correct cost center coding is used.
• Affords assistance with the inspections on the facility campus. Assists with process and procedure training. Improves and changes existing methods, processes, and standards within job discipline.

Requirements

• Applicants must be authorized to work in the United States without the need for visa sponsorship now or in the future.
• Bachelor's Degree preferred with 3 years of relevant experience. In lieu of a degree, a combination of experience and education will be considered.
• Valid driver's license required.
• Facility Management certification preferred.
• Experience in the areas of staffing, selection, training, development, coaching, mentoring, measuring, appraising, and rewarding performance and retention is preferred.
• Ability to lead the exchange of sensitive, complicated, and difficult information, convey performance expectations and handle problems.
• Leadership skills to motivate the team to achieve broad operational targets with impacts on own job discipline, multiple job disciplines, and department.

Qualifications

• Capability to understand and interpret instructions and correspondence, with the confidence to ask questions to ensure comprehension.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from clients, co-workers, and/ or supervisor.
• Ability to effectively present information to an internal colleagues.
• Basic analytical abilities and knowledge of financial terms and principles.
• Ability to calculate simple figures such as percentages.
• Capability to comprehend and execute general instructions and solve problems in common situations.
• Basic knowledge of Microsoft Office products. Examples include Word and Outlook.
• Physical requirements include stooping, standing, walking, climbing stairs and ladders and the ability to lift and carry heavy loads of 40 lbs. or more.
• Decision making ability with a general understanding of procedures and company policies to achieve goals and deadlines.
• Strong organizational skills with an inquisitive mindset.

Skills

• Facility Management Certification
• Project Management
• Building Systems Maintenance
• Vendor Management
• Client Relationship Management
• Technical Problem Solving
• Team Leadership
• Financial Analysis
• Microsoft Office Suite

Benefits

Not specified.

Pay

$65,000 - $95,000 annually.

Schedule

Not specified.