Assistant Facilities Manager

Facility Management Assistant

The purpose of this position is to provide assistance to Facility Management team in completion of multiple functions of building operations for a facility or portfolio of buildings. Ultimately, this position contributes significantly to creating a safe, welcoming, and well-maintained environment that enhances customer satisfaction and supports business objectives.

Essential Duties and Responsibilities

• Acts as primary point of contact with client, customer and tenants. Responds to needs, ensuring that administrative and building technical staff resolve issues promptly. Ensures that services are provided in compliance with policies, procedures and contractual obligations and standards.
• Oversees and/or coordinates vendors and contractors for landscape, HVAC, electrical, plumbing, elevator service, fire safety, pest control, shredding, snow removal, waste removal, janitorial work and any additional services needed based on building services required.
• Manages relationships with internal and external customers to ensure needs are met. Establishes and maintains strong working relationships with internal clients, as well as external tenants. Responds to any client, customer or tenant inquiries or complaints. Ensures timely and quality service delivery, and follow up with client, customer or tenants to ensure customer satisfaction.
• Performs facilities inspections and prepares reports on findings. Travel will be required for inspections.
• Process tenant bill back invoices. Assists in the preparation of monthly management reports as well as annual operating and capital budget preparation.
• Reviews monthly financial reports and generates variance explanations. Works with finance team to correct errors.
• Manages vendor relationships and trains vendors on contract and billing procedures. Processes invoices and ensures proper cost center coding.
• Other duties may be assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience

• Education: Bachelor's Degree in business administration, real estate, finance, or a related field is preferred. Qualified candidate must have a minimum of an Associate's Degree.
• Individual should have the ability to stay organized, work independently as well as within a larger team.
• Experience: 2-3 years of experience working in facilities, project management or real estate.
• Certification in Facilities Management (e.g., IFMA Certified Facility Manager or equivalent).

Certificates and/or Licenses

Facility Management certification is desired. Driver's license is required.

Communication Skills

Ability to comprehend and interpret instructions. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

Financial Knowledge

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages. Understanding of real estate finance.

Other Skills and Abilities

Intermediate skills with Microsoft Office Suite, Outlook, and intranet/internet. Ability to use work order system. Read and understand real estate related documents.

Scope of Responsibility

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

Skills

The Assistant Facilities Manager utilizes technical skills daily to oversee and troubleshoot complex building systems, ensuring operational reliability and safety. Strong communication skills are essential for coordinating with vendors, contractors, and internal teams to schedule maintenance and resolve issues efficiently. Organizational skills enable the management of multiple projects simultaneously, maintaining detailed records and adhering to compliance standards. Analytical skills support budgeting efforts and the identification of cost-saving measures without compromising quality. Additionally, leadership and problem-solving abilities are applied to respond effectively to emergencies and to foster a proactive maintenance culture within the facility.