Assistant Facilities Manager

Job Title

Assistant Facilities Manager

Under the strategic direction of the Facilities Manager, the Assistant Facilities Manager plays a pivotal role in ensuring the seamless operation of a designated facility, portfolio of buildings, or campus environment. This position is entrusted with the disciplined execution of established policies, procedures, and service programs that uphold the integrity, safety, and functionality of the physical workplace.

The Assistant Facilities Manager is expected to demonstrate a proactive commitment to operational excellence, aligning daily responsibilities with the broader objectives of the client. This includes fostering a responsive and solutions-oriented approach to tenant needs, maintaining rigorous standards in environmental health and safety, and reinforcing quality assurance protocols. The role demands not only technical competence but also a composed, client-centric mindset—one that anticipates challenges and navigates them with precision and professionalism.

External relationships: this role will interact the client, client staff, and other client vendors.

Internal relationships: this role will interact with the Assistant and/or Chief Engineer and other C&W co‑workers as well as the Facilities Manager.

• Ensure the seamless execution of daily operations across the assigned facility or campus, including oversight of janitorial services, life‑safety systems, engineering functions, site services, and general maintenance. All activities must align with Cushman & Wakefield policies and client mandates. Contracts are to be reviewed routinely, competitively bid as necessary, and invoices verified against contractual terms.
• Supervise all maintenance initiatives impacting the interior and exterior presentation and functionality of the property portfolio.
• Under the direction of the Facility Manager, respond with urgency and precision to service requests from building occupants. This includes maintenance, repairs, and cleaning, as well as the implementation of contractual programs designed to resolve recurring issues.
• Compile and maintain comprehensive documentation and reporting, ensuring accuracy and timeliness. This includes, but is not limited to:
  Property Information Book, Site Operating Manual, Emergency Procedures Manual, IIPP Manual, Compliance Logs (Local Code, ADA, OSHA), Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor COIs, As‑Built Drawings, Paid Invoice Files, General and Contract Files, Annual Property Condition Reports, and Year‑End Performance Reports.
• Prepare and manage budgets, financial statements (monthly and quarterly), contracts, expenditures, and purchase orders as directed.
• Support the development of capital budgets, contributing to a five‑year strategic plan encompassing maintenance, facility enhancements, and cost optimization initiatives.
• Collect, analyze, and synthesize statistical data to provide a current and accurate assessment of facility performance against management objectives.
• Maintain fluency in the terms and obligations of the management contract, vendor agreements, and all other facility‑related contracts.
• Monitor tenant and vendor compliance with insurance requirements and coordinate claims management as needed.
• Conduct proactive inspections of the facility, including systems, rooms, and common areas, and report findings to the Facility Manager with actionable recommendations.

• Communication Proficiency (oral and written)
• Technical Proficiency
• Problem Solving and Analytical Acumen
• Leadership and Influence
• Team Collaboration
• Relationship Management
• Financial Stewardship

• Associate’s degree in Facilities Management, Building Operations, Business, or a related discipline is required.
• Bachelor’s degree is preferred.

• Minimum of 3–5 years of experience in commercial or industrial real estate, with a focus on facility management.
• Demonstrated expertise in maintenance, construction, engineering, and comprehensive property operations.
• Experience with CMMS/Work Order Management systems is preferred.