Assistant Facilities Manager

MalaceHR is seeking a highly motivated and customer-focused Assistant Facilities Manager (AFM) to support daily facility operations at a professional corporate office in Berkeley Heights NJ.

This position is ideal for an experienced Facilities Coordinator with 23 years of experience who is ready to take the next step in their career. The Assistant Facilities Manager will play a key role in overseeing facility services coordinating vendors and contractors managing work orders supporting financial operations and maintaining strong client relationships.

The ideal candidate will demonstrate exceptional communication skills a proactive approach to problem-solving and a commitment to delivering white-glove customer service in a fast-paced client-facing environment.

Key Responsibilities

Facilities Operations & Vendor Management

• Support the daily operations maintenance and overall functionality of a professional corporate office facility.

• Coordinate and oversee facility services including janitorial HVAC mechanical electrical plumbing carpentry and other building maintenance activities.

• Manage third-party vendors and contractors ensuring timely arrival proper site access quality workmanship and adherence to service expectations.

• Monitor assign and track maintenance requests through Corrigo or similar Computerized Maintenance Management Systems (CMMS).

• Ensure work orders are completed accurately and within established Service Level Agreements (SLAs) and Key Performance Indicators (KPIs).

• Conduct routine facility inspections to identify maintenance concerns safety hazards and opportunities for operational improvement.

• Support compliance with environmental health safety and risk management policies and procedures.

• Assist with office moves space reconfigurations corporate events reception services mailroom operations and other workplace services as needed.

Client Relations & White-Glove Service

• Serve as a primary point of contact for facility-related requests ensuring responsive professional and high-quality service.

• Build and maintain strong working relationships with clients employees vendors and internal stakeholders.

• Deliver a white-glove service experience by anticipating client needs resolving concerns promptly and maintaining a professional workplace environment.

• Partner with the Facilities Manager to execute short- and long-term facility projects and operational initiatives.

• Participate in client meetings and coordinate with internal departments to ensure seamless service delivery.

• Monitor service performance and customer feedback to identify opportunities for continuous improvement.

• Support initiatives designed to enhance workplace efficiency reduce operating costs and improve the overall employee experience.

Financial Management & Budget Support

• Assist the Facilities Manager with annual operating budgets forecasting and expense tracking.

• Review monthly financial reports including actual expenditures budget variances and operating costs.

• Coordinate vendor work orders purchase orders invoices and payment processing using Corrigo and other financial management platforms.

• Support capital planning initiatives including identifying building improvements and anticipated maintenance expenditures.

• Assist with tracking financial performance against established operational targets and KPIs.

• Identify opportunities for cost savings while maintaining high standards of service delivery.

Team Collaboration & Operational Excellence

• Work closely with the Facilities Manager engineering teams service providers and client representatives to ensure efficient facility operations.

• Support the implementation of operational processes workplace improvements and service delivery initiatives.

• Maintain accurate documentation service records vendor reports and operational updates.

• Promote a collaborative safety-focused and customer-service-driven work environment.

• Take initiative in identifying and resolving operational challenges while supporting the overall success of the facility management team.

Qualifications

Required Qualifications

• 23 years of experience in facilities coordination facilities operations property management or a related field.

• Strong understanding of day-to-day commercial facility operations and vendor coordination.

• Demonstrated experience working directly with clients and delivering exceptional customer service in a professional office environment.

• Excellent communication interpersonal organizational and problem-solving skills.

• Ability to manage multiple priorities coordinate service requests and respond effectively to changing operational needs.

• Basic knowledge of commercial building systems including HVAC electrical plumbing and general maintenance.

• Familiarity with work order management systems (CMMS) preferably Corrigo.

• Proficiency in Microsoft Office applications including Excel Word Outlook and PowerPoint.

• Strong attention to detail and the ability to work independently while collaborating with multiple teams.

• Professional demeanor with a commitment to providing white-glove client service.

Preferred Qualifications

• Previous experience as a Facilities Coordinator seeking advancement into an Assistant Facilities Manager position.

• Associates or Bachelors degree in Facilities Management Business Administration Property Management or a related field.

• Professional facilities management certifications such as FMP (Facility Management Professional) CFM (Certified Facility Manager) or similar credentials.

• Experience supporting financial reporting budgeting vendor invoicing and expense management.

• Knowledge of commercial real estate operations building maintenance practices and capital planning.

• Experience supporting corporate office environments with high client service expectations.