Assistant Facilities Manager

Job Title Assistant Facilities Manager Job Description Summary 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. The Assistant Facilities Manager is charged with supporting the day-to-day implementation of policies, procedures, programs and workplace services delivery that provides a well-managed and well-maintained building. Places an emphasis on a positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination with the client's goals and objectives. Job Description 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 th