Assistant Facility Manager

Assistant Facility Manager

Requirements

• Demonstrated proficiency in MS Office -Excel, Word, PowerPoint, SharePoint, Outlook, Adobe
• Excellent customer, computer, managerial, verbal, and written communication skills
• Ability to multi-task and effectively organize responsibilities to cater to different department heads
• Basic knowledge of building systems (HVAC, mechanical and electrical systems) – will be doing building inspections.

Responsibilities

• Maintain client satisfaction with the delivery of Facility Management services and support programs to increase customer satisfaction.
• Support compliance with Jones Lang LaSalle minimum audit and compliance standards in facility management, financial management, and operational policies and procedures
• Meet or exceed site Key Performance Indicators (KPIs); monitor Service Level Agreements (SLAs) monthly to identify potential challenges and plan corrective actions accordingly
• Enforce all Company policies and training requirements regarding safe and efficient operations and work practices
• Implement and monitor hazard control and team safety practices, and ensure compliance with local codes and regulations and Jones Lang LaSalle operations standards.
• Manage the site in accordance with all agreed policies, procedures, and contract scope.
• Deliver an exceptional quality of service to the client, as reflected by client feedback.
• Demonstrate strong collaboration and teamwork within the account team, by including driving the development and implementation of IFM best practices and innovations.
• Actively support an environment of teamwork, cooperation, performance excellence, and personal success.
• Proactively assist in managing the site operations team.
• Participate in the individual performance management program and personal development planning.
• Identify opportunities for improved operation to drive efficiencies (process and cost) and make recommendations to the Area/Site Manager for consideration.
• Work with Facilities Manager to oversee the delivery of maintenance and repair services.
• Support work order management for in-house staff and vendors as necessary.
• Support facility soft services as needed and directed such as: meeting preparation, conference room and event/production set-ups, food services, parking, vending, and badging.
• Inspections to ensure that areas are well-kept and safe for employees.
• Assist the Area/Facility Manager to achieve or exceed financial targets and ensure effective, efficient, and economic operation of assigned responsibilities.
• Assist with the annual budgeting and quarterly forecasting processes for the site/s.
• Assist FC with managing payments to vendors where applicable, using available systems, and complying with all relevant policies. Timely and accurate review and approval of all vendor invoices; follow up and close-out of invoices where discrepancies are identified.
• Assist in managing Vendors, ensuring services are delivered in accordance with the contract and to agreed standards. Document and escalate instances of poor performance.
• Ensure compliance with delegated financial and contractual authorities.
• Help to develop and approve the annual capital plan and operational expense for each building, interfacing closely with the client.
• Support the Facilities Manager and Engineering Team in the implementation of short and long-term projects for the client.
• Manage the maintenance of existing contracts. Source local services and goods needed to perform day-to-day operations through 3rd party suppliers. This includes assisting Sourcing in obtaining necessary vendor setup forms and reviewing certificates of insurance for compliance.
• Work closely with Sr. Occupancy Planner for moves and office configurations.
• Any and all other duties and tasks assigned.

Preferred Qualifications

• Experience in computer or web-based Work Order Management Systems preferred
• Basic knowledge of chillers and air handlers; basic understanding of generators and electrical systems, BMS systems.
• 2 to 3 years managerial experience preferred
• Bilingual – English/Spanish
• An associate degree is preferred.