Assistant Facilities Manager

C&W Services (S); Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Job summary

C&W Services in Philadelphia, PA, seeks an Assistant Facilities Manager to support the facilities team at a campus or location. You will help implement policies, ensure daily operations, coordinate maintenance, life-safety, and site services to maintain well-managed, safe buildings.

Under the supervision of the Facilities Manager, you will prepare budgets and reports, review contracts, manage vendor relationships, and monitor safety and building standards.

Qualifications

• Associate's degree in facilities management, building, business or other related field required.
• 3-5 years relevant experience, preferably in commercial or industrial real estate with facility management experience required.
• Experience in maintenance, construction, engineering and all facets of property operation and building management preferred.
• CMMS/Work Order Management experience is preferred.
• Certified Facility Manager (CFM), IFMA or BOMA certifications recommended, other relevant training a plus.
• Ability to read and understand construction specifications and blueprints.
• Proficient in understanding management agreements and contract language.
• Strong knowledge of Building Management Systems maintenance and monitoring.
• Excellent computer and MS Office Suite skills; strong financial literacy.
• Strong discipline of budgeting and forecasting; knowledge of financial systems (Yardi a plus).

Responsibilities

• Ensure day-to-day operations of the facility/campus, including janitorial, life-safety, engineering, site services, and general maintenance, aligned with policies and client directives.
• Supervise maintenance programs relating to interior and exterior conditions and appearance of properties.
• Respond promptly to requests for building maintenance and contract programs; coordinate with the Facility Manager.
• Prepare site documentation and reports (Property Information Book, Site Operating Manual, ADA/OSHA logs, etc.).
• Prepare budgets, financial reports, contracts, expenditures and purchase orders.
• Assist in developing capital budgets and five-year maintenance plans.
• Collect, analyze and report data to support facility management objectives.
• Monitor insurance requirements and coordinate claims with tenants/vendors.
• Inspect facilities and report findings to the Facility Manager.

Skills

Communication Proficiency

Technical Proficiency

Problem Solving/Analysis

Leadership

Teamwork Orientation

Relationship Management

Financial Management

Education

Associate's degree in facilities management, building, business or other related field

Bachelor's degree preferred

Tools

CMMS/Work Order Management

Yardi

Job description

Job Title

Assistant Facilities Manager

Job Description Summary

Under the supervision of the Facilities Manager, the Assistant Facilities Manager supports the facilities organization at a specific location, set of buildings, or campus environment. The Assistant Facilities Manager is charged with supporting the day-to‑day implementation of policies, procedures, programs and workplace services delivery that provides a well‑managed and well‑maintained building. Places an emphasis on a positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination with the client's goals and objectives.

Job Description

• Ensure the day-to-day operations of the facility(s) or campus, including janitorial, life‑safety, engineering, site services, and general maintenance are implemented and carried out in a manner consistent with C&W policies and client directives. Ensure all contracts are reviewed on a regular basis and are bid out as required and confirm invoices match contract pricing
• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of the properties
• Under the direction of the Facility Manager, respond promptly to requests for building maintenance, repairs, cleaning needs, etc. from building occupants and for the implementation of ongoing contract programs to address and resolve needs and problems
• Compile information necessary to ensure all site‑specific documentation and reports are completed accurately and on time, including (and as applicable): Property Information Book, Site Operating Manual, Emergency Procedures Manual, IIPP Manual, Local Code Compliance Log, ADA Compliance Log, OSHA Log, Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, As‑built Drawings, IIPP Manual, Paid Invoices File, General Files, Contract Files, Annual Property Conditions and Year‑end Performance Report and other reports and documentation as required
• Prepares budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(s) or complex as directed
• Assist in providing information and reports necessary for the development of capital budgets for the facility. This includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction initiatives
• Collect, analyze and prepare reports of such statistical data as may be required to provide accurate and current assessment of facility management objectives
• Expected to be thoroughly familiar with the management contract, vendor agreements, and other building/facility contracts and all requirements contained therein
• Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims as required
• Proactively inspect the facility, systems, rooms, common areas, etc. and report back any findings or issues to the Facility Manager

KEY COMPETENCIES

1. Communication Proficiency (oral and written)
2. Technical Proficiency
3. Problem Solving/Analysis
4. Leadership
5. Teamwork Orientation
6. Relationship Management
7. Financial Management

IMPORTANT EDUCATION

• Associate's degree in facilities management, building, business or other related field required
• Bachelor's degree preferred

IMPORTANT EXPERIENCE

• A minimum of 3-5 years relevant experience, preferably in commercial or industrial real estate with facility management experience required
• Experience in maintenance, construction, engineering and all facets of property operation and building management preferred
• CMMS/Work Order Management experience is preferred

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Certified Facility Manager (CFM), International Facilities Management Association (IFMA), Building Owners and Managers Association (BOMA) industry certifications recommended, other Engineering, Business or technical training or certifications a plus
• Ability to read and understand construction specifications and blueprints
• Proficient in understanding management agreements and contract language
• Skilled in Building Management Systems maintenance and monitoring
• Excellent computer and systems knowledge; Strong literacy in Microsoft Office Suite (MS Word, Excel, PowerPoint)
• Strong discipline of financial management including financial tracking, budgeting and forecasting
• Knowledge of Financial Systems (Yardi a plus)

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. May be required to travel outside between properties in varying weather conditions.

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 c