Assistant Facilities Manager

Job description

The Assistant Facilities Manager role is essential in ensuring the function, improvement, and safety of a portfolio of locations across multiple states through both reactive work orders and planned improvement projects utilizing external vendor partners. Managing scope, schedule, cost, and communication with both internal and external stakeholders in alignment with the organization’s strategic goals are the core functions of this position.

Key Responsibilities

Operations & Management Scope, prioritize, and execute projects based on urgency, budget cycle, safety and other business priorities.

• Drive scheduled completions to ensure work is done on time and paid
• Maintain and validate quality of completed work

Stakeholder & Cross-Functional Coordination

• Partner with internal departments to ensure smooth operations and prompt completion of work affecting our operations.

Serve as the primary point of contact for project-related inquiries, providing timely updates to internal stakeholders. Budget & Cost Management In support of annual budgeting and capital planning, this position upholds best practices, standards, and specifications to ensure cost-effective, value-driven improvement projects.‑effective, value‑driven improvement Control costs by holding vendors accountable to scopes and specifications.

Ensure planned work is staged in appropriate budget cycles and ultimately gets approved for awarding vendors. Vendor & Performance Management Monitor and evaluate external vendor performance to ensure service quality, responsiveness, and compliance with standards. Contribute to performance evaluation of external vendors through oversight of work quality and expense management. Reporting & Documentation Maintain accurate records of work requests, work orders, and other activities in the company’s project management system.

Generate and analyze reports on work activities, identify trends, risks, and opportunities for improvement using key performance indicators. Customer Service & Emergency Response Address and resolve service inquiries or complaints promptly and professionally. Coordinate and support emergency work responses as needed. Compliance & Safety Ensure all work activities comply with company policies, safety regulations, and applicable industry standards.

Qualifications

Education

High school diploma or equivalent required. Additional technical or vocational training is a plus.

Experience

Minimum of 2 years of experience in maintenance coordination, facilities management, project management, or related field. Must have worked in a corporate environment and have a customer centric attitude with the ability to collaborate, communicate and interact with various management levels within the organization

Skills & Competencies

Strong organizational, prioritization, and multitasking skills. Excellent written and verbal communication abilities. Proficiency with computerized maintenance management systems (CMMS) and related tools. Ability to work effectively under pressure and manage emergency situations. Solid understanding of construction procedures, equipment, and facilities of operations. Driving Requirements Valid driver’s license Working Conditions Office-based with regular site visits.

Full-time w/ potential after-hour emergency engagement.

Benefits

Competitive salary Health, dental, and vision insurance Paid time off and holidays Retirement plan options Professional development opportunities