Sr. Assistant Facilities Manager

Sr. Assistant Facilities Manager Job Description Summary

Under the supervision of the Sr. Chief Engineer, the role is responsible for assisting in all areas defined as part of the Senior Assistant Facility Manager position. This management position directly and indirectly supervises building staff, operations, and coordinates across the facilities organization at a specific location, set of buildings, or campus environment. The Senior Assistant Facilities Manager drives implementation of company best practices in alignment with client goals and objectives to deliver a well‑managed and maintained building.

• Manage the building staff in the absence of the Facility Manager or Senior Facility Manager, including all managerial functions outlined in the Facility Manager and Senior Facility Manager job descriptions or directed by the manager.
• Responsible for day‑to‑day operations of the facility(s) or campus, including janitorial, life‑safety, engineering, site services, and general maintenance, consistent with C&W policies and client directives. Ensure contracts are reviewed regularly, bid out as required, and invoices match contract pricing.
• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of the properties.
• Respond promptly to building maintenance, repairs, cleaning needs, and ongoing contract programs to address and resolve requests from building occupants.
• Compile necessary documentation and reports, such as 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, and other required reports.
• Prepare budgets, financial reports (monthly and quarterly), contracts, expenditures, and purchase orders related to the facility(s) or complex.
• Provide information and reports for the development of capital budgets, including contributions toward a five‑year maintenance and improvement plan, and cost‑reduction initiatives.
• Collect, analyze, and prepare statistical reports to assess facility management objectives.
• Understand management contracts, vendor agreements, and all requirements within them.
• Ensure tenants and vendors comply with insurance requirements and coordinate all claims as required.
• Inspect facilities, systems, rooms, and common areas proactively, reporting findings or issues to the Facility Manager.
• Hire, train, motivate facility personnel, maintain positive staff relations, and conduct or approve performance evaluations.

• 1. Communication Proficiency (oral and written)
• 2. Technical Proficiency
• 3. Problem Solving/Analysis
• 4. Leadership
• 5. Teamwork Orientation
• 6. Relationship Management
• 7. Financial Management
• 8. Vendor Management

• Associate's degree in facilities management, building, business, or related field required.
• Bachelor's degree preferred.

• Minimum 3 years' relevant experience, preferably in commercial or industrial real estate with facility management experience.
• One year supervisory experience preferred.
• Experience in maintenance, construction, engineering, and all facets of property operation and building management preferred.
• CMMS/Work Order Management experience preferred.

• 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).

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