Assistant Facilities Manager – AFM2044

Bill Alexander Ford Lincoln; Fremont (CA); On-site; USD 65,000 - 108,000; Full time

Job summary

Bill Alexander Ford Lincoln is seeking an experienced Assistant Facilities Manager for a full-time contract role in Fremont, CA. You will assist the Facilities Manager in supervising daily operations, coordinating maintenance, and ensuring a safe, efficient workplace.

This role requires 3+ years in facilities management, strong organizational and communication skills, and the ability to work with vendors and internal teams.

Qualifications

• Bachelor's degree preferred in facilities management, business administration, operations, engineering, or related field.
• 3+ years in facilities management or related roles.
• Knowledge of preventive maintenance, vendor management and safety practices.
• Experience coordinating contractors and maintenance projects.
• Strong organizational and communication skills.
• Proficiency with Microsoft Office and FM systems.
• Knowledge of building systems (HVAC, electrical, plumbing) a plus.
• Certifications such as FMP, CFM, or IFMA preferred but not required.

Responsibilities

• Assist with the daily management and operation of company facilities and workspaces.
• Support the development and implementation of facility maintenance schedules and operational procedures.
• Coordinate preventive and corrective maintenance activities for building systems, equipment, and facilities.
• Conduct regular facility inspections and identify maintenance, safety, and operational issues.
• Coordinate with vendors, contractors, and service providers to schedule repairs and maintenance services.
• Monitor work performed by external contractors and ensure services meet established quality and safety standards.
• Assist with managing facility-related budgets, expenses, purchase orders, invoices, and service contracts.
• Maintain accurate records for maintenance activities, inspections, assets, vendor services, and facility documentation.
• Support workplace moves, office setups, space planning, and other facility improvement projects.
• Respond to employee requests and facility-related concerns in a timely and professional manner.
• Help ensure compliance with workplace safety policies, building requirements, and applicable regulations.
• Assist with emergency preparedness, business continuity, and facility response procedures.
• Monitor inventory and coordinate the purchasing of facility supplies, equipment, and services.
• Support energy efficiency, sustainability, and cost-reduction initiatives where applicable.
• Prepare operational reports and provide updates on maintenance activities, facility performance, and outstanding issues.
• Step in to support or represent the Facilities Manager when needed.

Skills

Facilities management

Vendor management

Budget management

Maintenance coordination

Education

Bachelor's degree

Tools

MS Office

FM software

Job description

We are seeking a dependable and experienced Assistant Facilities Manager to join our team on a full-time contract basis. In this role, you will support the Facilities Manager in overseeing the daily operations, maintenance, safety, and overall functionality of company facilities. You will help coordinate maintenance activities, manage vendors and service providers, monitor facility conditions, and ensure a safe, efficient, and well-maintained working environment.

The ideal candidate is organized, proactive, and capable of managing multiple priorities while working closely with employees, contractors, and internal departments.

Key Responsibilities

• Assist with the daily management and operation of company facilities and workspaces.
• Support the development and implementation of facility maintenance schedules and operational procedures.
• Coordinate preventive and corrective maintenance activities for building systems, equipment, and facilities.
• Conduct regular facility inspections and identify maintenance, safety, and operational issues.
• Coordinate with vendors, contractors, and service providers to schedule repairs, inspections, and maintenance services.
• Monitor work performed by external contractors and ensure services meet established quality and safety standards.
• Assist with managing facility-related budgets, expenses, purchase orders, invoices, and service contracts.
• Maintain accurate records for maintenance activities, inspections, assets, vendor services, and facility documentation.
• Support workplace moves, office setups, space planning, and other facility improvement projects.
• Respond to employee requests and facility-related concerns in a timely and professional manner.
• Help ensure compliance with workplace safety policies, building requirements, and applicable regulations.
• Assist with emergency preparedness, business continuity, and facility response procedures.
• Monitor inventory and coordinate the purchasing of facility supplies, equipment, and services.
• Support energy efficiency, sustainability, and cost-reduction initiatives where applicable.
• Prepare operational reports and provide updates on maintenance activities, facility performance, and outstanding issues.
• Step in to support or represent the Facilities Manager when needed.

Qualifications

• Bachelor's degree in Facilities Management, Business Administration, Operations, Engineering, or a related field preferred.
• 3+ years of experience in facilities management, building operations, property management, maintenance coordination, or a related field.
• Knowledge of facility operations, preventive maintenance, vendor management, and workplace safety practices.
• Experience coordinating contractors, service providers, maintenance personnel, and facility-related projects.
• Strong organizational, time-management, and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to identify problems, coordinate solutions, and manage competing priorities effectively.
• Proficiency with Microsoft Office and familiarity with facilities management, maintenance tracking, or work-order systems.
• Experience managing budgets, invoices, purchase orders, or service contracts is preferred.
• Knowledge of building systems, including HVAC, electrical, plumbing, and general maintenance, is a plus.
• Relevant certifications such as FMP, CFM, or IFMA credentials are preferred but not required.

Compensation & Contract Details

Annual Contract Rate: $75,000 – $108,000 per year, commensurate with experience, qualifications, location, and scope of responsibility.

Employment Type: Full-time Contract.

Schedule: Approximately 40 hours per week, Monday through Friday. Occasional flexibility may be required for facility emergencies, maintenance activities, or special projects.

Contract Term: Initial contract assignment with potential for extension or renewal based on business needs and performance.

Work Arrangement: Primarily on-site, with limited flexibility depending on facility and operational requirements.

Professional Development: Opportunities for training, professional development, and relevant facilities management certifications.

Collaborative Environment: Work closely with operations, maintenance, security, vendors, contractors, and leadership to support a safe and efficient workplace.

Qualified candidates will be contacted for an interview.

Equal Opportunity Employer

We are committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, genetics, disability, age, veteran status, or any other protected characteristic.