Assistant Facilities Manager

JOB DESCRIPTION / PURPOSE:

Responsible for supporting Sr. Facility Manager’s efforts in day-to-day implementation of policies, procedures and programs that will ensure a well-managed, well-maintained building, placing maximum emphasis on positive response to the needs of the building occupiers, environmental health and safety, and quality programs, in coordination and conjunction with the client’s goals and objectives.

ESSENTIAL DUTIES:

• Responsible for the day-to-day operational management of all aspects of the property to assure maintenance of approved quality standards.

• Manages the preparation and coordination of health & safety, fire, life safety and other safety programs. Ensures that policies and procedures are followed.

• Manages office services functions such as post, pantry & receptionist.

• Manages the preparation and coordination of all maintenance programs relating to interior and exterior conditions and appearance of the properties.

• Responsible to assure full compliance with standards established within the service agreement.

• Participates in the selection of contract services, vendor negotiation of service agreements. Oversees day-to-day vendor performance to assure full compliance with standards established within the service agreement.

• Works with staff in the planning and organization of internal and building-to-building moves. Manages the movers and other necessary specialty trade contractors/vendors.Liaison to various in-house support groups for moves.

• Responsible for the completion of work order requests in a timely fashion and to the satisfaction of the requesting associate. Coordinates activities and planning of maintenance staff & vendors to coordinate completion of requests.

• Provides direction and communicates effectively with direct reports & vendors

• Ensures all records are maintained accurately such a statutory compliance tracking

• Reviews CMMS system regularly to ensure work orders are closed to comply with SLA

• Responsible for the day-to-day financial management of the property and maintenance of financial records, not limited to, preparation of the budget, financial reviews and monthly management reports.

• Responsible for the positive and prompt response to requests from building tenants and client.

• Continues ongoing communications with the Owner Representative to ensure needs are being met.

• Performs regular “sweeps” of the workspace(s) to identify areas/items/equipment/materials in need of repair, replacement or upgrade. Report all issues to the Management as needed.

• May perform other duties as assigned

Other Job functions

• On-call 24/7 to respond to property events, emergencies or incidents
• May review leases to ensure compliance with lease provisions.
• Actively participate in the development and management of the account

EDUCATION

• Bachelor’s Degree or equivalent experience

EXPERIENCE:

• Minimum of 3-5 years of real estate/facility coordination or management experience required
• Ability to work well with a variety of different individuals both inside and outside of the company
• Ability to handle multiple complex tasks with minimal supervision while also adhering to the policies and procedures and Owner objectives

SKILLS

• Strong computer, writing and communication skills, Microsoft office
• Proven analytical abilities
• Pro-Active

WHAT WE OFFER:

• Fast paced working environment
• Entrepreneurial and supportive team
• Competitive salary
• Discretionary Bonus

NOTE:

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.