Associate Facilities Manager - Planned Maintenance

Leo; New Jersey; On-site; USD 55,000 - 75,000; Full time

Job summary

Leo is seeking a detail-oriented vendor liaison to qualify proposals, manage client work orders, and source vendors that fit client needs. The role supports the Program Manager and requires a high level of experience with limited travel.

You will verify work orders against SLAs, provide timely price quotes, maintain vendor relations, and ensure timely dispatch and accurate records. Weekend or after-hours support and a commitment to learning the Program Manager role are expected.

Qualifications

• Degree with three years’ experience in Project Management or equivalent.
• Proficiency in MS Office and basic work management systems.
• Willingness to expand knowledge and skills.

Responsibilities

• Verify client work orders per SLAs.
• Provide timely price quotes for approval; follow up with client.
• Establish and maintain vendor relations.
• Match and assign vendors for work orders.
• Ensure timely dispatch of vendors and maintain records.
• Collaborate with clients on a national level; communicate status to PM and client.
• Analyze and resolve client issues as needed.
• Assist in evaluating and reconciling vendor invoices and client invoices.
• Support billing with accuracy and ensure orders meet SLAs.
• Be point of contact for problem resolution and client relations; escalate as needed.
• Provide weekend and after-hours support when required.
• Commit to learning all aspects of the Program Manager role.

Skills

Strong organizational skills

Attention to detail

Adaptable and fast-paced

Time management

Problem resolution

Professional communication

Attention to accuracy

Education

Bachelor's degree in Project Management or related field

Tools

MS Office

Work management system

Job description

Description

This position is responsible for (1) qualifying vendor proposals including scope and price, (2) ensuring work order completion, (3) sourcing vendors to support the client's needs, and (4) supporting the Program Manager in initiatives to enhance own skillset. This position requires a high level of experience, minimal travel.

Job Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Manage client work order verification process according to client service level agreements
• Provide timely price quotes to the Program Manager for approval; follow up with the client after submission.
• Establish and maintain existing vendor relations
• Match and assign the appropriate vendor for the work order
• Ensure the timely dispatch of vendors
• Maintain accurate records of the work orders, invoices, reports, emails, and other correspondence
• Collaborate with clients on a national level; communicate status to Program Manager and client to remain on track for each work phase.
• May analyze and resolve client issues and concerns.
• Participants in evaluating and reconciling vendor invoices
• In conjunction with billing, ensure client invoices are accurate.
• Consistently ensure client work orders are completed per their service level agreements.
• Act as the point person for problem resolution and client relations for multiple projects; escalates to Program Manager as necessary.
• Weekend and after-hours follow-up and support for clients as needed.
• Commitment to learning all aspects of Program Manager role.
• Other duties as required or assigned.

Proficiencies

• Strong organizational skills
• Attention to detail
• Adaptable and able to work in a fast-paced environment.
• Demonstrates attention to detail and accuracy.
• Possess excellent time management skills.
• Problem resolution skills
• Displays professional communication skills

Supervisory Requirements

This position does not have supervisory responsibility.

Requirements

Education/Experience.

• Degree with three years’ experience in Project Management or any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying.
• To perform this job successfully, an individual should have basic skills in a work management system, proficiency in MS office skills and the willingness to expand their knowledge.

Work Environment/Physical & Visual Demands.

• This position works a fluctuating schedule Monday – Friday; flexibility is required
• This position requires extensive contact with people and local travel may be required.
• Physical Demands: Speaking, Listening, Writing, Sitting, Keystroke, Crouching, Kneeling, Reaching, Standing, Walking, Pushing, Pulling, Finger movement, Squatting, Grasping, Repetitive Motion, and Sedentary/ Light work, Climbing, requiring lifting up to 20lbs or up to 50lbs with assistance.
• Visual Demands: Visual acuity to perform activity such as viewing computer terminal and reading.
• Environment Conditions: This position is subject to sufficient noise with an indoor environmental condition; protected from weather conditions but not necessary from temperature changes