Assistant Facilities Account Manager

ABM Industries; Newport Beach (CA); On-site; USD 80,000 - 110,000; Full time

Job summary

ABM Industries in Newport Beach, CA is seeking an Assistant Facilities Account Manager to support the Facility Account Manager in coordinating daily operations across hard and soft services. You will help manage maintenance, vendors, CMMS processes, procurement, and compliance on-site.

This on-site position runs Monday through Friday 7:30 AM – 4 PM. Fluently bilingual in English and Spanish is required to effectively interact with on-site clients and vendors.

Qualifications

• Fluently bilingual in English and Spanish.

Responsibilities

• Support the day-to-day coordination of facility operations across hard services (HVAC, electrical, plumbing, general maintenance) and soft services (janitorial, landscaping, etc.).
• Schedule, assign, and monitor work order service requests to ensure timely completion.
• Create, dispatch, and track work orders in the CMMS system.
• Assist to coordinate internal technicians and external vendors for both routine and emergency work as requested by the Facility Account Manager.
• Monitor service delivery and follow up on outstanding or delayed work orders.
• Act as a secondary layer to on-site client support, and must prepare to work closely alongside clients on-site.
• Must demonstrate excellence in customer service and telephonic etiquette, as well as responsiveness to Facilities email inbox.

Job description

ABM, a leading provider of integrated facility solutions, is looking for an Assistant Facilities Account Manager

The Assistant Facility Account Manager supports the Facility Account Manager in overseeing daily facility operations across both hard and soft services. This role is responsible for assisting in coordinating maintenance activities, managing vendors, administering CMMS processes, and supporting procurement and compliance requirements. The Assistant Facility Account Manager ensures that all services are delivered efficiently, safely, and aligned with contractual and operational standards on-site. Perform other duties as assigned by the Facility Account Manager. To support effective coordination with the 2nd shift soft services crew, this role may require some adjusted hours. This is an on-site role, Monday through Friday 7:30AM – 4PM. Applicant must be fluently bilingual in English & Spanish.

Position Summary Details

Pay: $90K/YR + DOE

The pay listed is the hourly range or the hourly rate for this position. A specific offer will vary based on applicant’sexperience, skills, abilities, geographic location,and alignment with market data.

Benefit Information: ABM offers a comprehensive benefits package. For information about ABM’s benefits, visit ABM 2024 Employee Benefits | Front Line Team Members

Essential Functions

Key Responsibilities

Operations & Service Coordination

• Support the day-to-day coordination of facility operations across hard services (HVAC, electrical, plumbing, general maintenance) and soft services (janitorial, landscaping, etc.).
• Schedule, assign, and monitor work order service requests to ensure timely completion.
• Create, dispatch, and track work orders in the CMMS system.
• Assist to coordinate internal technicians and external vendors for both routine and emergency work as requested by the Facility Account Manager.
• Monitor service delivery and follow up on outstanding or delayed work orders.
• Act as a secondary layer to on-site client support, and must prepare to work closely alongside clients on-site.
• Must demonstrate excellence in customer service and telephonic etiquette, as well as responsiveness to Facilities email inbox.

Vendor Management & Compliance

• Assist to coordinate and oversee vendors performing facility services, ensuring work is completed per scope, quality standards, and timelines.
• i.e. review nightly reports & ensure full coverage daily for Janitorial
• Verify vendor compliance requirements, including onboarding, insurance, and third-party systems (e.g., Avetta).
• Assist in maintaining vendor records, contracts, and compliance documentation as needed.
• Support the Facility Account Manager as a point of contact for vendor scheduling, site access, and issue resolution, as requested.
• Escalate vendor performance or compliance concerns to the Facility Account Manager.

Procurement & Financial Support

• Issue and manage purchase orders (POs), including one-time and recurring services.
• Aid in tracking POs to ensure timely receipt of vendor invoices and proper billing alignment.
• Help to review invoices for accuracy against completed work and contracted rates, as needed.
• Support budget tracking by maintaining records of service costs and identifying cost-saving opportunities, as needed.

CMMS Administration & Reporting

• Administer the Computerized Maintenance Management System (CMMS), including work order management and user support.
• Create reports on work order status, service trends, and vendor performance.
• Maintain accurate system data, including asset information and service records.
• Identify recurring maintenance issues, perform basic root cause analysis, and recommend improvements.
• Assist with CMMS implementation, updates, and user training.

Team & Operational Support

• Assist in coordinating schedules for facility staff and ensuring adequate coverage.
• Coordinate facility support for events and non-routine operational needs.
• Serve as a backup to the Facility Manager, including limited on-call responsibilities.
• Must support the Events/Catering/Movers team, and may have to stay after-hours on-site to ensure event goes smoothly.

Administrative & Documentation Support

• Prepare work order reports, correspondence, and operational documentation.
• Maintain organized records of contracts, service reports, compliance documentation, and work orders.
• Assist with ordering supplies and materials for facility operations.
• Must be detail-oriented, thorough, proactive, and reliable in reporting and documentation.
• Complete monthly check-ins for on-site team

Safety & Compliance

• Support implementation of safety programs, policies, and emergency procedures.
• Ensure all vendor and maintenance activities comply with company standards and regulatory requirements.
• Promote a safe working environment for staff, vendors, and occupants.
• Handles special work assignments, projects, and service calls as needed or required.