Manager, Assistant Facility

Experienced Assistant Facility Manger to oversee all building related activities of multiple sites in NYC.  Responsible for supporting Sr. Facility Manager’s efforts in day-to-day implementation of policies, facilities best practices 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. Works with little to no supervision.  Experience in overseeing and coordinating events, set-ups, and Executive meetings.    Will work with Senior Facility Manager in the development and administration of the Property Plan and Budget.

ESSENTIAL DUTIES:

• Oversee facilities and maintenance contracts/vendors and building staff to ensure continuous service to client and building operations.

• Supervise multi-disciplinary teams of contract staff including janitorial, maintenance, security, food service and mail / office services. 

• Participates in the selection and development of contract services and daily monitoring of vendor performance, KPI’s & SLA’s.

• Recommends maintenance, mechanical, electrical, and structural modifications as needed, overseeing mechanical operational needs of the offices.    

• Performs site inspections of offices to managing and ensuring any repairs, general maintenance needs and or office modifications are properly addressed.

• Prepare, coordinate, and ensure that all fire, life safety and other safety programs are established and followed as required by local code, coordinating maintenance with fire life safety vendors.

• Responsible for a positive prompt response to requests from building occupants and for the implementation of ongoing contract programs to constantly assess occupant needs, and to assure problems are being solved promptly.

• Assist in coordinating and overseeing building /employee events such as large meetings, Senior Leadership meetings, employee awareness events.

• Knowledge of project management activity such as employee moves, minor construction to assist Project Manager.

• Awareness of environmental and sustainability activity. 

• Obtain pricing and scope development, for contract work coordinating with Contract Manager.

• Knowledge of work order and PM systems. Reviews CMMS system regularly to ensure work orders are closed to comply with SLA.

• Provide data to assist in the development of monthly operating and financial variance reporting.

• 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.

• Prepare annual operating budgets, review, and approve monthly invoices preparing for payment.

• Perform administrative functions such as input of invoices, tracking vendor certificates of insurance and occupancy reporting.  

• Maintain positive communication with the clients regarding service issues and resolution, verbally or via email.

• 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.

• On-call 24/7 to respond to property events, emergencies, or incidents.

• May perform other duties as assigned.

SKILLS, EDUCATION AND EXPERIENCE:

• Bachelor of Science preferred or relevant facility management experience 

• Professional certification (e.g. CFM, FMA) is preferred or relevant experience.

• Minimum 4 years’ facilities supervisory/management experience, preferably in commercial real estate.

• Strong management and leadership skills.

• Effective communication skills.

• Proficient in MS office, word excel, outlook, PowerPoint. 

• Must display confidence in Client-facing situations.

• Possesses and applies a broad knowledge of principles, practices, and procedures in a particular field of specialization for the completion of assignments.