Sr Assistant Facility Manager

Job Title

Sr Assistant Facility Manager

Job Description Summary
Under the supervision of the Facilities Manager, the Senior Assistant Facilities Manager is responsible for assisting in all areas defined as part of the Facility Manager position. This is a management position that will directly and indirectly supervise individuals, building staff, operations, and coordinate 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.

Senior Assistant Facilities Manager (Sr. AFM) – Vendor Relations & Oversight
Position Summary
The Senior Assistant Facilities Manager (Sr. AFM) – Vendor Relations & Oversight is responsible for managing vendor performance, service delivery, and operational compliance across a multi-site facilities portfolio. This role ensures vendors meet service level agreements (SLAs), supports facility operations through proactive oversight, and partners with clients, Facility Managers (FMs), and Building Coordinators (BCs) to deliver high-quality outcomes.
The Sr. AFM drives vendor accountability, operational efficiency, and client satisfaction while maintaining accurate systems, reporting, and financial controls.

• Manage day-to-day vendor relationships and performance across all service lines (e.g., janitorial, landscaping, maintenance).
• Conduct monthly inspections and periodic site walkthroughs to assess vendor quality and compliance.
• Perform random and off-hours vendor audits to ensure adherence to contract scope and service standards.
• Monitor vendor work orders (WOs), ensure timely completion, and follow up on outstanding items.
• Ensure compliance with SLAs, including preventative maintenance (PM), reactive, and emergency service performance.
• Lead vendor meetings, business reviews, and performance discussions; provide summaries to stakeholders.
• Resolve vendor-related issues and complaints in collaboration with FMs and BCs.

• Maintain strong on-site presence at major facilities (minimum twice monthly), engaging with vendors and site teams.
• Build and maintain effective working relationships with client stakeholders, FMs, and support teams.
• Identify opportunities to improve vendor efficiency and service delivery.
• Provide regular status updates and operational reporting.

• Drive vendor performance against key metrics, including:
• ≥ 93% completion of reactive and planned work orders
• 100% completion of emergency work within SLA
• ≥ 85% quality scores on soft service inspections
• Investigate performance gaps, including customer satisfaction (CSAT) concerns, and implement corrective actions.
• Develop and execute action plans for underperforming vendors.

• Manage work order lifecycle, including creation, tracking, and completion verification.
• Ensure Preventive Maintenance (PM) schedules are current and executed on time.
• Maintain accurate asset registry, vendor documentation, and scope of work within FM360.
• Ensure all required inspection reports, certifications (e.g., elevators), and vendor documentation are uploaded and current.

• Manage vendor purchase orders (POs), including annual setup and ongoing tracking.
• Ensure timely vendor invoice submission and processing to minimize accruals.
• Support budgeting and cost tracking, including identifying in-budget vs. out-of-scope work.
• Develop and present cost savings initiatives (minimum one per quarter).
• Track and report on…