Assistant Service Manager

About the role

The Assistant Service Manager is responsible for the operational management and effective daily leadership and administration of the engineering, concierge, and janitorial teams. The role aims to safely, efficiently, and cost-effectively operate machinery and systems while ensuring the highest level of professionalism and meeting clients’ needs. The goal is to achieve 100% uptime, protect and improve the value of client assets, and ensure building engineering systems perform their intended functions. The Service Manager will implement and manage reliability-based maintenance, execute equipment inspection and monitoring programs, and continuously evaluate and enhance maintenance, operations, and reliability methods.

Responsibilities

• Monitors operation and maintains refrigeration, water cooling, air conditioning, boilers, heating, ventilating, hot water equipment, pumps, valves, piping, filters, and other mechanical and electrical equipment. Reviews logs to ensure proper operation and reports problems as needed.
• Performs preventive maintenance tasks and oversees repair and preventive maintenance of HVAC systems, determining repair frequency.
• Ensures adequate inventory of tools and supplies, including preparing purchase orders, sourcing materials, and checking inventory levels and equipment conditions.
• Oversees activities of contractors working within the building, including representatives of the building or tenants.
• Manages concierge and janitorial teams, including scheduling, training, and discipline.
• Identifies safety hazards and implements remediation to ensure a safe working environment. Administers and manages safety training programs.
• Ensures compliance with all regulatory laws and guidelines related to building infrastructure and alerts management of discrepancies.
• Maintains infrastructure and compliance documentation, including up-to-date building drawings, single-lines, and regulatory compliance documents.
• Supervises and manages building maintenance staff, including hiring, training, and personal development.
• Ensures the Facility Workflow (FWF) process is well-understood among staff, engineers, tenants, and contractors.
• Develops QA/QC processes and enhances Central Energy Plant policies and procedures.
• Facilitates MEP and infrastructure assessments.
• Emphasizes preventive over corrective maintenance and supports staff schedule changes.
• Assists with design standards and serves as a resource for operational issues.
• Provides training and support to expand the capabilities of the operations staff, including proper tool use, safety, troubleshooting, and professionalism.
• Stays updated on changes in the field through seminars and other educational means.
• Inputs information into the client work order tracking system for unscheduled jobs, materials ordering, and technical support.
• Responds to emergency situations, troubleshoots and repairs problems, and may be required to carry a pager or radio for rapid response.
• Conducts general housekeeping in mechanical/electrical rooms, including sweeping, mopping, and painting.

Requirements

• Seven to ten years of Facility Management experience in a residential environment.
• Excellent verbal and written communication skills with the ability to interact effectively at all levels.
• Three to five years leading successful trades teams to provide world-class service.
• One-year certificate from college or technical school, or one to three months of related experience/training, or equivalent combination of education and experience.
• Universal CFC certification.
• Technical degree in HVAC or seven or more years of related experience.
• Black Seal license preferred.
• Mechanical and electrical aptitude with basic HVAC equipment.
• Ability to change refrigeration compressors, service cooling towers, rebuild or replace large centrifugal pumps, service and repair VAV boxes, and troubleshoot energy management controls and programming.
• Ability to work varying shifts, weekends, and holidays as needed.
• Ability to respond to emergencies.
• Ability to use a variety of hand and power tools and work off ladders, staging, and power platforms.

Skills

• Design: Demonstrates attention to detail.
• Problem Solving: Identifies and resolves problems in a timely manner.
• Technical Skills: Strives to continuously build knowledge and skills; shares expertise with others.
• Customer Service: Responds promptly to customer needs; meets commitments.
• Interpersonal Skills: Listens to others without interrupting; keeps emotions under control; remains open to others' ideas.
• Oral Communication: Listens and gets clarification; responds well to questions.
• Written Communication: Edits work for spelling and grammar; able to read and interpret written information.
• Teamwork: Contributes to building a positive team spirit; supports everyone's efforts to succeed.
• Cost Consciousness: Conserves organizational resources.
• Diversity: Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences.
• Ethics: Treats people with respect; works with integrity and ethically; upholds organizational values.
• Organizational Support: Follows policies and procedures; supports organization's goals and values.
• Motivation: Measures self against standard of excellence.
• Planning/Organizing: Uses time efficiently.
• Professionalism: Approaches others tactfully; reacts well under pressure; accepts responsibility for own actions.
• Quality: Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality.
• Quantity: Completes work in a timely manner; works quickly.
• Safety and Security: Observes safety and security procedures; reports potentially unsafe conditions; uses equipment properly.
• Adaptability: Adapts to changes in the work environment; manages competing demands; deals with frequent change or unexpected events.
• Attendance/Punctuality: Consistently at work and on time; ensures work responsibilities are covered when absent.
• Dependability: Follows instructions; responds to management direction; takes responsibility for own actions.
• Initiative: Asks for and offers help when needed.

Qualifications

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees.
• Spanish speaking is a plus.
• Ability to calculate and apply concepts of figures, discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to apply concepts of basic algebra and geometry.
• Ability to apply common sense understanding to carry out instructions in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Basic computer skills, including internet searches, email systems, electronic manuals, and electronic learning.

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities.

• Regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• Frequently required to stand, walk, stoop, kneel, crouch, or crawl.
• Occasionally required to sit and climb or balance.
• Must frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities.

• Frequently exposed to moving mechanical parts and risk of electrical shock.
• Occasionally exposed to wet and/or humid conditions, high or precarious places, and outside weather conditions.
• Noise level in the work environment is usually quiet to loud.

About UG2

At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts, with regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.