Assistant Facilities Manager

Job Title Assistant Facilities Manager Job Description Summary Under the strategic direction of the Facilities Manager, the Assistant Facilities Manager plays a pivotal role in ensuring the seamless operation of a designated facility, portfolio of buildings, or campus environment. This position is entrusted with the disciplined execution of established policies, procedures, and service programs that uphold the integrity, safety, and functionality of the physical workplace. The Assistant Facilities Manager is expected to demonstrate a proactive commitment to operational excellence, aligning daily responsibilities with the broader objectives of the client. This includes fostering a responsive and solutions-oriented approach to tenant needs, maintaining rigorous standards in environmental health and safety, and reinforcing quality assurance protocols. The role demands not only technical competence but also a composed, client-centric mindset—one that anticipates challenges and navigates them with precision and professionalism. Job Description Key Relationships External relationships: this role will interact the client, client staff, and other client vendors. Internal relationships: this role will interact with the Assistant and/or Chief Engineer and other C&W co-workers as well as the Facilities Manager. Job Responsibilities ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: • Ensure the seamless execution of daily operations across the assigned facility or campus. This includes oversight of janitorial services, life-safety systems, engineering functions, site services, and general maintenance. All activities must align with Cushman & Wakefield policies and client mandates. Contracts are to be reviewed routinely, competitively bid as necessary, and invoices verified against contractual terms. • Supervise all maintenance initiatives impacting the interior and exterior presentation and functionality of the property portfolio. • Under the direction of the Facility Manager, respond with urgency and precision to service requests from building occupants. This includes maintenance, repairs, and cleaning, as well as the implementation of contractual programs designed to resolve recurring issues. • Compile and maintain comprehensive documentation and reporting, ensuring accuracy and timeliness. This includes, but is not limited to: Property Information Book, Site Operating Manual, Emergency Procedures Manual, IIPP Manual, Compliance Logs (Local Code, ADA, OSHA), Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor COIs, As-Built Drawings, Paid Invoice Files, General and Contract Files, Annual Property Condition Reports, and Year-End Performance Reports. • Prepare and manage budgets, financial statements (monthly and quarterly), contracts, expenditures, and purchase orders as directed. • Support the development of capital budgets, contributing to a five-year strategic plan encompassing maintenance, facility enhancements, and cost optimization initiatives. • Collect, analyze, and synthesize statistical data to provide a current and accurate assessment of facility performance against management objectives. • Maintain fluency in the terms and obligations of the management contract, vendor agreements, and all other facility-related contracts. • Monitor tenant and vendor compliance with insurance requirements and coordinate claims management as needed. • Conduct proactive inspections of the facility, including systems, rooms, and common areas, and report findings to the Facility Manager with actionable recommendations. KEY COMPETENCIES: Communication Proficiency (oral and written) Technical Proficiency Problem Solving and Analytical Acumen Leadership and Influence Team Collaboration Relationship Management Financial Stewardship REQUIRED EDUCATION • Associate’s degree in Facilities Management, Building Operations, Business, or a related discipline is required. • Bachelor’s degree is preferred. RELEVANT EXPERIENCE • Minimum of 3–5 years of experience in commercial or industrial real estate, with a focus on facility management. • Demonstrated expertise in maintenance, construction, engineering, and comprehensive property operations. • Experience with CMMS/Work Order Management systems is preferred. ADDITIONAL QUALIFICATIONS: • Industry certifications such as Certified Facility Manager (CFM), IFMA, or BOMA credentials are strongly recommended. • Ability to interpret construction specifications and architectural blueprints. • Proficiency in contract language and management agreements. • Skilled in Building Management Systems (BMS) operation and monitoring. • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). • Strong financial acumen, including budgeting, forecasting, and financial tracking. • Familiarity with financial systems such as Yardi is a plus. Physical Work Requirements The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions: Environment : This job operates in a professional office or commercial building environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Work could any combination of: Almost constant exposure to loud noise includes the use of power equipment and unusual elements, such as extreme temperatures, toxic chemicals, biohazardous materials, dirt, dust, fumes, smoke, and/or loud noises. Ability to perform work wearing Personal Protective Equipment (PPE) if required. May require regular travel outside between properties in varying weather conditions. Physical : Considerable physical activity. Ability to stoop, stand, climb, frequently lift a minimum of 50 lbs. of equipment (pumps, tools, ladders), and safely install rigging/lifting devi