Senior Assistant Facilities Manager

Job Title

Job Description Summary

Job Description

Essential Functions and Job Responsibilities

• Responsible for all onsite building activities and staff, conducting the day-to-day operations of facilities, including janitorial, life-safety, engineering, general maintenance, office management and workplace experience. Ensure that staff implements and provides these services in a manner consistent with C&W policies and ownership directives
• Have a complete understanding of the lease and landlord responsibilities, the account management contract, vendor agreements, and other building/facility contracts and all requirements contained therein.
• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of the properties, and respond promptly to requests for building maintenance, repairs, cleaning needs, etc. from building occupants and for the implementation of ongoing programs to address and resolve needs and problems
• Manage service contracts cost effectively. Responsible for all aspects of service delivery pursuant to these contracts, responsible for periodic and ongoing performance and financial review, conducting RFP's, and assuring payments and invoicing match contract pricing. Initiate audit & control systems to ensure statutory, policy and contractual commitments are met. This includes contractual responsibilities of the Landlord as outlined in the lease.
• 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
• Ensure office management information is compiled by the Receptionist/Office Manager and reviewed/updated at least semiannually to include Facilities Orientation info for new hires, Key client staff, Local Hotels, Restaurants and Amenities, seating charts, pantry and supplies inventories, etc. Cross train to stand in when the Receptionist/Office Manager is out of office. Ensure the Receptionist/Office Manager is trained in basic FM duties, including how to receive and manage vendors that come on site, to ensure coverage while the Senior AFM is out of office.
• Prepare budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(s) or complex as directed and provide 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
• Monitor and ensure that vendors comply with insurance requirements and coordinate all claims as required
• Proactively inspect the facility, systems, rooms, common areas, etc. and address any findings or issues
• Proactively meet on a regular recurring basis with key client managers on site. Prepare an agenda of items requiring input, identify and discuss needs for upcoming events, seek information on problems to be addressed. Take notes, distribute, and follow up promptly on all actions.
• Hire, train and motivate facility personnel. Maintain positive staff relations. Conduct or approve performance evaluations for staff
  
  

KEY COMPETENCIES
1. Leadership with Customer Focus

2. Problem Solving/Analysis

3. Ability to Assess and Prioritize

4. Ability to Delegate and Hold Accountable

5. Communication Proficiency (oral and written)
6. Proficient in learning new technologies
5. Financial Management
7. Relationship Management
8. Team Orientation

IMPORTANT EDUCATION
* Bachelor's degree in Facilities Management, Corporate Real Estate, Project Management or Business Administration or a degree and 5 years of facilities experience and demonstrated leadership capabilities

IMPORTANT EXPERIENCE
* Minimum of 3 years of progressive facility management experience including both hard and soft skills
* Experience with human resource and performance management processes

* Proficient in understanding management agreements and contract language

* CMMS/Work Order Management experience
* Excellent computer and systems knowledge; Strong literacy in Microsoft Office Suite (MS Word, Excel, PowerPoint)
* Demonstrated proficiency in learning new technologies

Strong discipline of financial management including financial tracking, budgeting and forecasting
* Knowledge of Financial Systems (Yardi a plus)
* Experience in sourcing/procurement and vendor management

ADDITIONAL PREFERRED EXPERIENCE
* Experience in leasing, construction project management, engineering
* Ability to read and understand construction specifications, blueprints, and single line diagrams

LEED accreditation preferred or other sustainability or wellness credential

* 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 preferred

WORK ENVIRONMENT
This position requires daily on-site presence in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. May be required to travel outside 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; and extend hands and arms in any direction.

AAP/EEO STATEMENT
C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

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

Notes:

This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location. Due to our client's requirement, this position requires employees to provide acceptable documentation showing full vaccination as per CDC guidelines at the time of employment