Assistant Facility Manager

Insight Global; Canada; On-site; CAD 52,348 - 59,236; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k retirement account with employer matching

Paid sick leave

Job summary

A facilities management company is seeking a Facilities Manager in Canada. The role involves overseeing facility management services, ensuring quality issue resolution, and managing vendor performance. Candidates should have at least 1 year of experience in an administrative capacity and a high school diploma is required. The position offers a competitive hourly rate between $38 to $43 and includes benefits after 31 days of employment, such as medical and dental insurance, and 401k retirement account access.

Qualifications

• Minimum of 1 year of work experience in administrative, accounting, or tenant services.
• Experience with data entry and communications is required.
• Prior experience in facilities/property management preferred.

Responsibilities

• Provide overall facility management services and monitor facilities.
• Address client inquiries for quality issue resolution.
• Coordinate with contractors for repairs and services.
• Create and assign work orders to maintenance staff.

Skills

Communication Proficiency

Customer Focus

Initiative

Sense of Urgency

Multi-Tasking

Time Management Skills

Team Orientation

Education

High school diploma or GED

Associates or Bachelor's degree in facilities management or related field

Tools

Microsoft Office Suite

Job description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Provide general overall facility management services, including continuous monitoring of regional facilities
• Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery
• Follow up with clients to ensure customer satisfaction
• Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action
• Remain knowledgeable regarding all operational aspects of building systems
• Coordinate with outside contractors for the service and repairs of equipment
• Follow protocol for effective building-specific maintenance and safety procedures
• Maintain on-going communication with contractors, client, and team
• Assist with site inspection within the assigned building portfolio
• Create work orders and assign work orders to the maintenance staff, subcontractors, and vendors
• Report on open and closed work orders and check the status of open work orders with the assigned party
• Request, review, and submit work orders, bids, and proposals from vendors
• Verify final invoice pricing and process payments in a timely manner
• Assist in the monitoring and assessment of vendor performance
• Train vendors on work order and billing procedures
• Manage complex work orders such as environmental issues and disaster recovery
• Manage service and performance of vendors and landlords for timely completion of jobs
• Create and record appropriate written communication between all parties
• Schedule and document maintenance and repairs on building equipment
• Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates
• Provide process and procedures training and direction to new associates
• Coordinate special events in support of client
• Assist with measuring and reporting key performance indicators against service level agreements
• Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work product

KEY COMPETENCIES

• Communication Proficiency (oral and written)
• Customer Focus
• Initiative
• Sense of Urgency
• Multi-Tasking
• Time Management Skills
• Team Orientation

IMPORTANT EDUCATION

• High school diploma or a General Equivalency Diploma (GED) required
• Associates or Bachelors degree in facilities management, building, business or other related field preferred

IMPORTANT EXPERIENCE

• A minimum of 1 year of work experience in an administrative, accounting or tenant services capacity
• Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications
• Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes
• Proficient in understanding management agreements and contract language
• Working knowledge of computer software programs and base building systems
• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)
• Demonstrated ability to exercise good judgment
• Excellent interpersonal skills
• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for up to 90% of the time; and extend hands and arms in any direction.

Compensation

$38-43/hr

Exact compensation may vary based on several factors, including skills, experience, and education.

Benefit packages

Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.