Assistant Facilities Manager

Site Manager / Assistant Facilities Manager

This role serves as an Assistant Facilities Manager responsible for overseeing daily facilities operations across a small regional portfolio, with a primary base in Annapolis Junction, MD and additional support for locations in Malvern, PA, New York, NY, and Washington, DC. You will manage building services, coordinate vendors and contractors, oversee maintenance programs, and support budgeting and reporting activities while ensuring facilities operate safely, efficiently, and in full compliance with company and regulatory standards.

The position offers a path from an initial 3–6 month contract to potential full-time conversion, and involves managing a small team while acting as a key liaison between senior leadership, occupants, vendors, and internal support functions.

Responsibilities

• Manage the daily operations of commercial facilities to ensure building systems, maintenance activities, and occupant services meet operational, safety, and quality standards.
• Coordinate preventive and corrective maintenance for HVAC, electrical, plumbing, fire/life safety, building automation systems, and water treatment through third-party vendors and contractors.
• Request and review proposals, schedule inspections, and oversee all maintenance and repair activities with onsite vendors and contractors while ensuring high levels of customer service.
• Administer and manage work orders in CMMS platforms, including Corrigo, from initiation through completion, ensuring timely resolution, accurate documentation, and performance reporting.
• Conduct routine facility inspections and property walkthroughs to identify maintenance needs, safety concerns, and opportunities for operational and process improvements.
• Assist the senior Facilities Manager with the development and management of annual operating budgets, including review of repair and maintenance proposals in line with procurement policies.
• Create, edit, and maintain monthly reports covering work orders, budgets, initiatives, and projects to provide clear visibility into facility performance and spending.
• Serve as a primary point of contact for occupants, vendors, and service providers, resolving facility-related issues promptly and delivering exceptional customer service.
• Train and support vendors and facility personnel on operational procedures, safety protocols, and client service expectations to ensure consistent standards across the portfolio.
• Collaborate with cross-functional teams, including Security, IT, Environmental Health & Safety (EHS), and Property Management, to ensure integrated and efficient facility operations.
• Oversee and guide two direct reports, providing direction, support, and feedback to ensure effective execution of daily tasks and adherence to operational standards.
• Apply financial and accounting principles to facilities and commercial property management activities, including tracking expenses and supporting budget adherence.
• Use strong organizational and problem-solving skills to manage multiple priorities, respond to inquiries and complaints professionally, and support continuous improvement initiatives.
• Travel to supported locations, including Malvern, PA, New York, NY, and Washington, DC, approximately once per month to conduct onsite reviews, meetings, and inspections.

Essential Skills

• High school diploma or equivalent.
• Valid driver's license.
• Minimum 3 years of proven facilities management experience managing hard and soft services as a third-party provider.
• Working knowledge of facility systems, including HVAC, electrical, plumbing, fire/life safety systems, building management systems (BMS), and water treatment.
• Hands-on experience with preventive and corrective maintenance coordination in commercial facilities.
• Proficiency with CMMS platforms, including Corrigo, for work order and maintenance management.
• Strong computer proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and SharePoint.
• Experience using Tableau or similar tools for reporting and data visualization.
• Ability to comprehend and interpret instructions, correspondence, and technical documents related to facilities operations and maintenance.
• Ability to respond professionally to inquiries and complaints from clients, co-workers, vendors, contractors, and leadership.
• Strong leadership and interpersonal skills to collaborate effectively with associates, clients, and vendors while delivering high levels of customer service.
• Knowledge of financial and accounting principles as applied to commercial property and facilities management.
• Demonstrated attention to detail, organizational skills, and a background in financial budgeting.
• Strong communication and problem-solving skills, with the ability to manage multiple priorities and build effective working relationships.

Additional Skills & Qualifications

• Experience in facilities operations across multiple sites or a regional portfolio.
• Experience with CMMS platforms beyond Corrigo, such as Service…