Assistant Facilities Manager

Cushman & Wakefield; Warszawa; On-site; PLN 120,000 - 180,000; Full time

Job summary

Cushman & Wakefield in Warszawa is seeking an Assistant Facilities Manager to oversee vendor performance, maintenance activities, financial administration, and workplace services to ensure facilities are maintained to the highest standards while meeting client expectations and company policies.

You will coordinate third‑party providers, manage budgets and records, support preventative maintenance programmes, and build strong relationships with occupiers and service partners to deliver a premier

Qualifications

• 3–5 years of facilities management, property management, or building operations.
• Experience managing contractors, maintenance activities, and workplace service providers.
• Knowledge of building systems, compliance requirements, and facilities best practices.
• Strong organisational, communication, and stakeholder management skills.

Responsibilities

• Support day-to-day management of the facility, ensuring services are delivered effectively.
• Coordinate and monitor third-party vendors, ensuring SLA and safety compliance.
• Respond to facility requests, coordinating repairs to minimise disruption.
• Conduct regular site inspections and address maintenance concerns promptly.
• Maintain facility records, compliance documents, and vendor information.
• Assist with budget preparation, invoice management, and financial reporting.
• Support preventative maintenance programmes and capital improvement initiatives.
• Build strong relationships with occupiers, clients, and service partners.
• Ensure compliance with company policies, local regulations and health and safety standards.

Skills

Customer Focus

Communication Skills

Problem Solving

Vendor Management

Financial Awareness

Attention to Detail

Planning & Organisation

Team Collaboration

Health & Safety Awareness

Education

Associate's or Bachelor's degree in Facilities Management, Business Administration, Engineering, or a related field

Tools

CMMS

Work order systems

Facility management software

Excel

Job description

Assistant Facilities Manager

This role oversees vendor performance, maintenance activities, financial administration, and workplace services to ensure facilities are maintained to the highest standards while meeting client expectations and company policies.

Key Responsibilities

• Support the day-to-day management of the facility, ensuring all building services, including maintenance, cleaning, engineering, and workplace services, are delivered effectively and in line with client expectations.
• Coordinate and monitor third-party vendors and service providers, ensuring compliance with contracts, service level agreements, and health & safety requirements.
• Respond to facility-related requests and issues, coordinating repairs and maintenance activities to ensure minimal disruption to operations.
• Conduct regular site inspections to identify maintenance, safety, or operational concerns and ensure timely resolution.
• Maintain accurate facility records, compliance documentation, service reports, purchase orders, and vendor information.
• Assist with budget preparation, invoice management, financial reporting, and tracking of operational expenditures.
• Support the development and execution of preventative maintenance programmes and capital improvement initiatives.
• Build strong relationships with occupiers, clients, and service partners, providing a high level of customer service.
• Ensure compliance with all relevant company policies, local regulations, and health and safety standards.

Qualifications & Experience

• Associate's or Bachelor's degree in Facilities Management, Business Administration, Engineering, or a related field.
• 3–5 years of experience in facilities management, property management, or building operations.
• Experience managing contractors, maintenance activities, and workplace service providers.
• Good understanding of building systems, compliance requirements, and facilities best practices.
• Strong organisational, communication, and stakeholder management skills.
• Experience with CMMS/work order systems and facility management software preferred.
• Proficient in Microsoft Office applications, particularly Excel and PowerPoint.
• Industry certifications such as IFMA, CFM, or BOMA are advantageous.

Key Competencies

• Customer Focus
• Communication Skills
• Problem Solving
• Vendor Management
• Financial Awareness
• Attention to Detail
• Planning & Organisation
• Team Collaboration
• Health & Safety Awareness

Cushman & Wakefield is an equal opportunity / affirmative action employer. All qualified candidates will receive consideration for employment without regard to ethnicity, gender, gender identity or expression, sexual orientation, age, disability, religion, marital status, or any other legally protected characteristic. Cushman & Wakefield is committed to equity in employment, and our goal is to have a diverse, inclusive and barrier-free workplace. If you are a person with a disability and need any other accessible accommodations during the hiring process, you are invited to bring this to the Talent Acquisition Advisor’s attention once they have made contact.