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Assistant Facility Manager

09/04/2015 1:29 PM | BOMA New Jersey (Administrator)

Cushman & Wakefield

JOB DESCRIPTION FORM

Job Title

Assistant Facility Manager

Date

9-3-15

FLSA Status

Exempt

Position Reports To

Facility Manager

Department

CIS

Location

Various

PURPOSE OF THE JOB - why does the job exist and what is it designed to accomplish?

Under the supervision of the Facility Manager, the Assistant Facility Manager is responsible for assisting in all

areas defined as a part of the Facility Manager job description. This is a management role that may supervise

individuals, building staff, operations, and coordinate the various functions. Primary responsibilities include

ensuring client facilities, equipment, offices/rooms, and systems are maintained, cleaned, repaired, and serviced

in accordance with client standards and requirements.

PRINCIPAL RESPONSIBILITIES - 4 to 8 brief statements indicating what is done (action), how it is done (method or means) and why

(end result). List in order of importance.

Supports the Facility Manager with day-to-day operations of the facility(s) or campus including janitorial, lifesafety,

engineering and general maintenance and helps to ensure these are carried out in a manner consistent

with C&W policies and ownership directives. This includes assisting with the management of contracts and

vendors.

Supports the implementation and management of all maintenance programs relating to the interior and exterior

conditions and appearance of the facilities.

Under the direction of the Facility Manager, responds promptly to requests for building maintenance, repairs,

cleaning needs, etc. from building occupants and for the implementation of ongoing contract programs to address

and resolve needs and problems.

Helps compile information necessary to ensure all site-specific documentation and reports are completed

accurately and on time, including (and as applicable): Property Information Book, Site Operating Manual,

Emergency Procedures Manual, IIPP Manual, Local Code Compliance Log, ADA Compliance Log, OSHA Log,

Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, As-built

Drawings, IIPP Manual, Paid Invoices File, General Files, Contract Files, Annual Property Conditions and Yearend

Performance Report, and other reports and documentation as required.

Helps prepare budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders

related to the facility(s) or complex as directed.

Assists in providing information and reports necessary for the development of capital budgets for the facility. This

includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction

initiatives.

Helps collect, analyze and prepare reports of such statistical data as may be required to provide accurate and

current assessment of facility management objectives.

Expected to be thoroughly familiar with the management contract, vendor agreements, and other building/facility

contracts and all requirements contained therein.

Helps to monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all

claims as required.

Proactively inspects the facility, systems, rooms, common areas, etc. and reports back any findings or issues to

the Facility Manager.

KNOWLEDGE AND EXPERIENCE - what knowledge, skills, abilities and/or experience are needed to perform the job?

Four year college degree; CPM and/or RPA candidate preferred.

A minimum of 3 years working in commercial or industrial real estate with facility management experience

preferred.

Working knowledge and experience in financial accounting in commercial real estate, financial reporting, and

budgeting is necessary.

21

Experience in maintenance, construction, engineering and all facets of property operation and building

management is preferred.

Ability to plan, organize and coordinate multiple projects and ability to read and understand construction

specifications and blueprints is needed.

Strong literacy in MS Word and Excel.

Highly organized and skilled with time management.

Excellent written and oral communication skills.

Strong customer service skills required.

PHYSICAL CONDITIONS - briefly describe the physical demands of the position that must be met by the employee to successfully perform

the essential functions of this job.

While performing the duties of this job, the employee is regularly required to travel from floor to floor and may be required

to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required

to sit or stand for prolonged periods of time; regularly use hands to operate office machinery including, but not limited to,

telephones, computers, fax, and photocopy machines; regularly required to walk, talk, and hear.


Call Dolores at the BOMA NJ office - 973-696-2914



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