Assistant Facilities Manager - Building Sys

ADP, Inc.; Richmond (VA); On-site; USD 65,000 - 72,000; Full time

Job summary

GRTC is seeking an Assistant Facility Manager in Richmond, VA to support the Facility Manager in day-to-day operations, maintenance, safety, and appearance of internal facilities. You will oversee janitorial services, coordinate maintenance, and manage vendor performance to meet service standards.

The ideal candidate is organized, customer-focused, and able to handle multiple priorities while maintaining a safe, clean workspace.

Qualifications

• Associate degree or related experience required; equivalent combos considered.
• Experience managing service contracts and vendor relationships is required.
• Experience overseeing janitorial or custodial operations strongly preferred.

Responsibilities

• Serve as primary contact for contracted janitorial services and monitor performance.
• Support daily facility operations, maintenance, safety and space planning.
• Coordinate vendor activities and manage contractor relationships.
• Assist with safety programs, regulatory compliance, and incident response.
• Provide occupant services including room setups and workplace support.

Skills

Vendor management

Facilities operations

Project coordination

Customer service

Education

Associate's degree in Facilities Management or related field

Equivalent combination of education and experience

Tools

Microsoft Office

Facility management software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Richmond, VA, US

Salary Range: $65,000.00 To $72,000.00 Annually

Join a Mission That Moves Richmond

GRTC is deeply connected to the communities we serve, offering opportunities to shape the future of public transit through innovative service designs, major capital projects, and a growing regional network. Every day, our work powers more than 30,000 transit trips and supports mobility for people across the region. With new routes, expanded connections, and a second bus rapid transit line under development to complement the Pulse, our ITDP Bronze Medal-winning flagship system, GRTC continues to play a central role in regional mobility. Joining GRTC means being part of a mission-driven team with the chance to make a lasting impact on how people move and connect.

SUMMARY

The Assistant Facility Manager supports the Facility Manager in the day-to-day management, operation, maintenance, safety, and appearance of GRTC’s internal facilities. This role serves as the primary liaison for the janitorial services contract, ensuring service levels, cleanliness standards, and contractor performance meet GRTC’s expectations. In addition, the Assistant Facility Manager assists with all internal facility-related activities, including maintenance coordination, vendor management, space planning, safety compliance, building services, and employee facility support.

The ideal candidate is highly organized, customer-focused, and capable of managing multiple priorities while maintaining a safe, clean, and efficient work environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Janitorial Contract Management

• Serve as the primary point of contact for the contracted janitorial services provider.
• Monitor contractor performance to ensure compliance with contract requirements, service-level agreements, and company standards.
• Conduct routine facility inspections and quality audits to assess cleanliness and service effectiveness.
• Track, document, and resolve janitorial service issues and employee concerns.
• Coordinate special cleaning requests, project work, and emergency cleaning needs.
• Review contractor invoices and verify services performed before approval.
• Participate in contract renewals, scope reviews, and vendor performance evaluations.
• Maintain records of inspections, corrective actions, and contractor communications.

Facility Operations Support

• Assist the Facility Manager in overseeing daily facility operations and building services.
• Coordinate routine, preventive, and corrective maintenance activities.
• Respond to facility service requests and ensure timely resolution.
• Support management of HVAC, electrical, plumbing, life‑safety, and general building systems through internal teams and external vendors.
• Conduct routine facility inspections to identify operational issues and maintenance needs.
• Assist with managing facility budgets, purchase orders, and expense tracking.
• Coordinate facility projects, repairs, renovations, and office moves.
• Maintain facility documentation, drawings, service records, and operating procedures.

Vendor and Contractor Management

• Coordinate activities of maintenance, landscaping, pest control, security, and other facility service providers.
• Ensure vendors comply with company policies, safety requirements, and insurance requirements.
• Monitor contractor performance and maintain positive working relationships.
• Assist with vendor sourcing, bid collection, and contract administration.

Safety and Compliance

• Support facility safety programs and regulatory compliance initiatives.
• Participate in workplace inspections, safety audits, and risk assessments.
• Assist with emergency preparedness planning and response activities.
• Ensure facility operations comply with applicable health, safety, environmental, and building regulations.
• Support incident investigations and corrective action implementation.

Occupant Services and Workplace Support

• Provide responsive customer service to employees regarding facility-related concerns.
• Coordinate conference room setups, furniture requests, and workplace accommodations.
• Assist with space planning and occupancy tracking.
• Support employee events and special facility-related activities as needed.
• Promote a safe, comfortable, and productive workplace environment.

OTHER DUTIES AS ASSIGNED:

In accordance with our mission statement, additional duties and / or tasks may be assigned to continue seamless service for the agency.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education / Experiences / Certifications:

Education

• Associate's degree in Facilities Management, Business Administration, Engineering, Building Operations, or related field preferred.
• Equivalent combination of education and relevant experience may be considered.

Experience

• 3-5 years of experience in facilities management, building operations, property management, or a related field.
• Experience managing service contracts and vendor relationships required.
• Experience overseeing janitorial services or custodial operations strongly preferred.
• Experience working in commercial office, manufacturing, healthcare, or corporate facility environments preferred.

Knowledge / Skills / Abilities:

• Knowledge of facility operations, maintenance practices, and building systems.
• Strong vendor and contractor management skills.
• Ability to inspect facilities and identify operational, maintenance, and cleanliness issues.
• Excellent organizational and project coordination abilities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and facility management software systems.
• Ability to prioritize multiple projects and deadlines.
• Strong customer service and problem-solving skills.

PHYSICAL DEMANDS :

The physical demands described here are representative of those required to successfully perform the functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to walk facilities and perform regular inspections.
• Ability to lift up to 25 pounds occasionally.
• Ability to access various areas of the facility, including mechanical and service spaces.
• Ability to respond to facility emergencies outside normal business hours when required.