Facility Management Officer

Bomacincinnati; Cincinnati (OH); On-site; USD 60,000 - 85,000; Full time

Job summary

The Facility Management Officer at Cincinnati Center City Development Corporation (3CDC) oversees maintenance coordination for 3CDC assets and supports the Senior Property Manager with vendor management, budgeting, and invoicing. The role involves after-hours support, site inspections, and coordinating third-party service providers to keep downtown Cincinnati properties well maintained.

Responsibilities include data entry, record-keeping, and ensuring tenant satisfaction while safeguarding

Qualifications

• Minimum of 5 years of experience in property management, maintenance, or general construction / general trade experience.
• Excellent customer service skills.
• Strong verbal and written communication.
• Ability to remain calm and work effectively under pressure.
• Personable, positive attitude with capability to deal effectively with people.
• On-call availability for nights and weekend work.

Responsibilities

• Coordinating service providers to perform maintenance for 3CDC assets.
• Data entry for invoice processing.
• Maintaining an up-to-date database of tenant contact information.
• Management and scheduling of third-party contractors and vendors.
• Track and manage work orders and preventative maintenance schedules.
• Maintain records of preventative maintenance contracts and certifications.
• Manage relationships with vendors and contractors.
• Coordinate preventative maintenance for HVAC, elevators, janitorial, and backflow inspections.
• Address tenant repair requests and maintain tenant satisfaction.
• Vacant building assessments and repairs, including securing openings and routine maintenance.
• After-hours and weekend availability for emergencies.
• Budgeting and expense tracking under Sr. Property Management Officer.

Skills

Customer service

Verbal and written communication

Calm under pressure

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

The mission of Greater Cincinnati BOMA is to be recognized as a principal voice through leadership advocacy and education for the commercial real estate industry.

The Cincinnati Center City Development Corporation (3CDC) is a 501(c)(3), tax‑exempt, private, non‑profit corporation. The organization’s mission and strategic focus is to strengthen the core assets of downtown by revitalizing and connecting the Central Business District and Over-the-Rhine (OTR). 3CDC works in close collaboration with the Cincinnati corporate community and City of Cincinnati to carry out its mission. With an annual operating budget of $20 million, the organization has a team of approximately 170 full‑time staff and 180 part‑time staff engaged in real estate development, real estate management, civic space management and programming and business district management.

• Real Estate Development – To date, 3CDC has played a direct role in nearly $1.7 billion in development projects in downtown Cincinnati and the adjacent neighborhood of Over-the-Rhine. In completing over 100 development projects, 3CDC has reimagined key civic spaces, added market‑rate and affordable housing to the urban core and created density through mixed‑use residential and office projects that support local small businesses.
• Real Estate Management – 3CDC leases and manages over 660,000 square feet of commercial space and over 5,100 parking spaces with annual operating revenues exceeding $32 million.
• Civic Space Management and Programming – 3CDC manages and programs six civic spaces – Fountain Square, Washington Park, Ziegler Park, Memorial Hall, Court Street Plaza and Imagination Alley. 3CDC hosts nearly 1,600 free family‑friendly events each year at these spaces.
• Business District Management – The organization manages two special improvement districts – the Downtown Cincinnati Improvement District and Over-the-Rhine South Special Improvement District – providing clean and safe services, homeless outreach, beautification efforts and marketing support to both districts.

Job Summary

3CDC currently owns and manages over 150 commercial spaces, including retailers, restaurants, and offices, which require ongoing maintenance and property management. The Facility Management Officer will support the Property Management and Development teams by leading the administrative duties, scheduling, and tracking of general maintenance issues and facilitating repairs for all 3CDC assets. The Facility Management Officer will assist the Senior Property Manager in the scheduling of third‑party contractors and vendors. In some cases, it may be necessary to respond to requests made after hours and on weekends. 3CDC owns vacant buildings and lots that require periodic maintenance and inspections. The Facility Management Officer will be responsible for addressing issues at vacant buildings, such as coordinating building clean‑outs, securing openings, and arranging for stabilization repairs as needed, as well as developing a program to keep vacant lots clean and free of litter and debris.

The Facility Management Officer will be expected to track asset spending, manage budgets, process invoices, work with 3CDC accounting team to create tenant receivables, and various other office responsibilities. This will require minimal “hands on” services, such as painting, changing furnace filters, changing light bulbs, minor repair work, and other similar tasks.

Tasks

The Facility Management Officer’s responsibilities include, but are not necessarily limited to, working with the Property Management and Development Team to accomplish the following:

• Coordinating service providers to perform maintenance for 3CDC assets
• Data entry for invoice processing
• Maintaining an up-to-date database of tenant contact information
• Management and scheduling of third‑party contractors and vendors
• Effectively track and manage work orders and preventative maintenance schedules keeping appropriate staff members informed on progress and completion
• Keep organized records of preventative maintenance contracts, service contracts, and certifications
• Manage and build relationships with vendors and contractors
• Preventative maintenance coordination for commercial assets, including but not limited to, janitorial services, HVAC PM, elevator PM, and backflow inspections
• Work to maintain tenant satisfaction with all repair requests
• Vacant building assessments and repairs as needed, including securing openings, minor roofing and downspout repairs, fire escapes, and other tasks necessary to bring vacant buildings into compliance with city building codes
• After hours and weekend availability to address emergency issues
• Budgeting and expense tracking for all assets, at the direction of the Sr. Property Management Officer

This job description is not intended to be all inclusive. The employee will also perform other reasonably related business duties as assigned by their immediate supervisor and other management as required.

Qualifications

Minimum of 5 years of experience in property management, maintenance, or general construction / general trade experience.

Excellent customer service skills.

Strong verbal and written communication.

Ability to remain calm and work effectively under pressure.

Personable, positive, and enthusiastic attitude with capability to deal effectively with people.

Ability and willingness to be on call for nights and weekend work as needed.

Skills or specialized knowledge:

• Must be proficient in Microsoft Outlook, Word, Excel and PowerPoint.
• Must be able to maintain the highest degree of confidentiality.

Physical and Mental Demands:

• Ability to perform some manual labor
• Spending time outdoors, often standing up, for long periods of time
• Work hours will include nights and weekends as needed.
• Frequently required to sit at a desk/workstation for long periods of time.
• Ability to work at a computer terminal for an extended period.
• Ability to lift at least 50 lbs.
• Digital dexterity and hand/eye coordination in operation of office equipment.
• Able to speak and hear employees on the phone or in person.
• Body motor skills sufficient to enable employee to move around the office environment.
• Additional mental requirements: compare, decide direct, problem solve, analyze, instruct, and interpret.
• The ability to work well under stress.