ASSISTANT FACILITIES MANAGER JOB DESCRIPTION

Day-to-day facility performance is the baseline every occupant measures against and rarely notices until it slips. The Assistant Facilities Manager owns the operational layer of a commercial property portfolio: vendor contracts held to SLA, work orders resolved within defined service levels, and building systems inspected before they become incidents. BOMA and IFMA credentialing pathways mark the recognized professional standard for this seat, reflecting a field where knowledge of lease obligations, life-safety compliance, and capital budget cycles all converge in one role. It is demanding, visible work.

As the Assistant Facilities Manager, you support the end-to-end operational management of commercial properties, ensuring vendor performance, financial controls, and occupant services consistently meet contractual and client standards. You work within a structured FM team, typically reporting to a Facilities Manager, and carry direct accountability for work order resolution, budget tracking, and on-site compliance across one or more buildings.

Career Impact: Hands-on ownership of vendor SLA management and CMMS work order operations builds the operational track record required to advance to a Facilities Manager title within corporate real estate.

Business Impact: Occupants, landlords, and client representatives depend on this role to keep buildings compliant, safe, and fully functional; failures in any of those three areas escalate directly to the client relationship.

Growth Opportunity: Exposure to capital budget cycles, lease contract language, and LEED AP or IREM CPM certification pathways positions an Assistant Facilities Manager for broader portfolio responsibility and senior FM roles.

• Oversee vendor performance across hard and soft service contracts, ensuring all SLA and KPI targets are met on schedule.
• Manage the full work order cycle, including generation, tracking, resolution, and closure, maintaining accurate records in the CMMS.
• Conduct regular property inspections covering interior and exterior conditions, common areas, and building systems to identify maintenance needs.
• Coordinate maintenance and repair work assignments performed by technicians, contractors, and janitorial vendors across the managed portfolio.
• Assist in preparing operating and capital budgets, including monthly reports, accruals, variance analysis, and purchase order processing.
• Support compliance with fire, life-safety, health and safety regulations, and applicable building codes across all managed properties.
• Maintain site-specific documentation, including contracts, vendor certificates of insurance, compliance logs, and emergency procedures manuals.
• Build and maintain professional relationships with occupants, landlords, and service partners, responding promptly to service requests and escalations.

• Associate's degree in facilities management, business, construction, or a related field, or equivalent work experience.
• 3 or more years of facilities management or commercial property coordination experience, with demonstrated vendor and work order management.
• Working knowledge of building systems including HVAC, electrical, plumbing, and life-safety, sufficient to assign and evaluate maintenance work.
• Ability to read and interpret construction drawings, blueprints, and management contract language.
• Familiarity with FM service contract structures, SLA frameworks, and KPI monitoring practices.
• Strong financial literacy, including budget tracking, purchase order processing, and accounts payable coding.
• Effective written and verbal communication skills, with the ability to produce reports and correspond professionally with clients and occupants.
• Proficient in standard business software and capable of operating a computerized maintenance management system and work order platform.

• CFM, LEED AP, BOMA RPA, or IREM CPM certification, or active progress toward one of these credentials.
• Prior experience managing vendor procurement and re-tendering of service contracts across a multi-building portfolio.
• Demonstrated experience supporting capital project planning, including five-year maintenance schedules and facility improvement programs.
• Exposure to CMMS platforms such as Angus or Facility360, and financial platforms used in commercial property accounting.

• Work order closure rate within defined service levels, measuring responsiveness across the managed portfolio.
• Vendor SLA compliance percentage per contract cycle, reflecting how consistently contracted services are delivered.
• Preventive maintenance completion rate by scheduled period, tracing directly to building system reliability.
• Budget variance percentage per reporting period, measuring accuracy of operating cost tracking and invoice control.
• Inspection deficiency close-out rate, reflecting how quickly identified building faults are escalated and resolved.
• Typical tools: CMMS platforms (commonly Angus or Facility360); property accounting software (commonly Yardi); Microsoft Office Suite.

• Base Salary Range: $55,000 to $75,000 per year, depending on market and portfolio size
• Bonus: Discretionary annual bonus, typically 5 to 10% of base salary
• Equity: Not typically offered at this level in commercial FM roles
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by firm
• PTO: 10 to 15 days annually, plus standard public holidays
• Common Perks: Professional development reimbursement for CFM or BOMA credentialing; mileage or vehicle allowance for multi-site roles

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Successful completion of a background check is a condition of employment. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to individuals with disabilities throughout the hiring process and in the performance of job duties. Candidates must be authorized to work in the United States.

The Assistant Facilities Manager delivers day-to-day facility operations across janitorial, life-safety, engineering, and maintenance functions in accordance with client directives and established policies. Reporting to the Facilities Manager and working alongside vendors and building occupants, this role enables consistent property performance through budget preparation, compliance monitoring, and proactive site inspections.

Key Responsibilities

• Ensure day-to-day facility operations, including janitorial, life-safety, engineering, site services, and general maintenance, are implemented in accordance with established policies and client directives.
• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of properties.
• Respond promptly to requests for building maintenance, repairs, and cleaning from building occupants, and oversee ongoing contract programs to address and resolve needs.
• Compile and maintain all site-specific documentation and reports, including property information books, operating manuals, emergency procedures, compliance logs, and year-end performance reports.
• Prepare budgets, financial reports, contracts, expenditures, and purchase orders related to the facility.
• Assist in providing information for the development of capital budgets, including contributions toward a five-year plan for maintenance, facility improvement, and cost reduction.
• Collect, analyze, and prepare statistical reports to provide accurate and current assessments of facility management objectives.
• Maintain thorough familiarity with the management contract, vendor agreements, and all other building and facility contracts.
• Monitor and ensure tenant and vendor compliance with insurance requirements, and coordinate all claims as required.
• Proactively inspect the facility, systems, rooms, and common areas, and report findings or issues to the Facilities Manager.

Required Qualifications

• Associate's degree in facilities management, building, business, or a related field required.
• Bachelor's degree preferred.
• Certified Facility Manager (CFM), IFMA, or BOMA industry certifications recommended; other engineering, business, or technical certifications a plus.
• Minimum of 3–5 years of relevant experience, preferably in commercial or industrial real estate with facility management experience required.
• Experience in maintenance, construction, engineering, and all facets of property operation and building management preferred.
• CMMS and work order management experience preferred.
• Ability to read and understand construction specifications and blueprints.
• Proficient in understanding management agreements and contract language.
• Skilled in building management systems maintenance and monitoring.
• Strong financial management discipline, including financial tracking, budgeting, and forecasting.
• Knowledge of financial systems such as Yardi is a plus.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.

Embedded within a multi-campus facilities team, the Assistant Facilities Manager leads trades staff and oversees facility operations across two or more campus locations, including day shift leadership for a manufacturing facility upon construction completion. Working closely with the Facilities Manager, external vendors, and departmental staff, this role advances operational readiness and supports staffing, budgeting, and new building commissioning outcomes.

Core Functions

• Assist the Facilities Manager with overall physical facilities operation and leadership of facilities staff.
• Oversee all facilities operations across two or more campus locations.
• Provide leadership and support to all trades staff and the facilities team.
• Contract with outside vendors for required services to keep facilities operational.
• Lead day shift operations and maintenance for a manufacturing facility upon construction completion, and set up workflow for swing and overnight shifts.
• Provide input and recommendations for hiring, development, management, performance, and growth of departmental staff.
• Assist the Facilities Manager with reconciliation of facility expenditures and management of established building budgets.
• Serve as the principal representative on new building commissioning teams to ensure buildings meet design specifications.
• Prioritize projects and daily requests, and assign work to internal team members or external resources.
• Support the Facilities Manager and provide coverage at other locations as needed.

Qualifications & Experience

• Bachelor's degree in construction, facilities maintenance, or a related field.
• Relevant certification (CFM, FMP, CHFM, or PMP) is desired, or equivalent experience as a Facilities Manager may be substituted.
• Five or more years as a Facilities Manager or in a role with increasing responsibilities in a related position.
• Demonstrated skills and experience supervising or leading 10 or more trades staff or a medium-sized facilities team.
• Sufficient knowledge of trades work to assign tasks accordingly, with the ability to quickly assess what can be completed in-house versus contracted out.
• Proficient in MS Office, email, and facilities management or security software.
• Ability to read blueprints in hard copy and electronic formats, and BAS monitoring is a plus.
• Excellent written, electronic, and verbal communication skills, with responsive and diligent interactions across a broad range of internal customers.
• Ability to problem-solve in stressful situations and delegate effectively to team members.

Reporting to the Facilities Management team, the Assistant Facilities Manager shapes the workplace experience at client sites by inspecting buildings daily, administering vendor onboarding and contracting, and ensuring all work requests are resolved within defined service levels. Partnering with clients, occupants, landlords, and service partners, this role drives accurate operational reporting and contributes to budget development and service improvement outcomes.

Primary Duties

• Develop and maintain ethical and courteous relations with clients, occupants, landlords, and service partners.
• Communicate regularly with customers regarding status updates and service requests, ensuring all requests are handled promptly and professionally, and services are tailored to the individual.
• Provide workplace orientation and assist with client-facing communications and reports.
• Serve as an ambassador for the client brand, promote a positive brand image, and assist with events and high-profile activities.
• Inspect sites daily to ensure building appearance is maintained at the highest quality standard.
• Submit work orders for interior and exterior maintenance, cleaning, and client service requests, and support on-site special events and programs as needed.
• Assist with the implementation of strategic, operational, and service improvement plans.
• Assist with the collection and analysis of operational data to provide accurate reporting and insights for services, work order productivity, cost savings, and improvements.
• Assist with developing the annual budget, annual plan, and variance analysis.
• Administer vendor management, contracting, and onboarding processes, and serve as the primary on-site point of contact for vendors.
• Perform quality assurance for vendor-performed work and support the Facilities Management team with third-party sourcing activities.
• Ensure work requests are processed correctly and resolved within defined service levels, and that all work is properly recorded in the system of record.
• Contribute to the account knowledge base and ensure knowledge remains up to date.

Skills & Qualifications

• High school diploma or equivalent required.
• Bachelor's degree preferred.
• Three or more years of professional experience required.
• Bilingual proficiency in French and English.
• Familiarity with facilities management operations and experience with computerized maintenance management systems.
• Commitment to hospitality, ensuring all actions contribute to a positive customer experience.
• Ability to adhere to non-disclosure agreements and a high degree of confidentiality required.
• Ability to use olfactory, auditory, and visual senses to inspect buildings and detect emergency alarms.
• Interpersonal and communication skills, with the ability to develop positive relationships and promote positive employer branding.
• Flexibility to support after-hours activities as required by the client.
• Successful completion of a background check and drug screen is required.

Sitting at the intersection of facilities operations and project management, the Assistant Facilities Manager oversees maintenance and minor capital works across multiple school properties and grounds while supporting budget preparation and departmental reporting. Operating across school facilities, Leading Hand, and Maintenance Supervisor teams, this role enables safe, compliant, and well-presented environments through hands-on supervision, WHS compliance, and stakeholder engagement.

Duties

• Ensure all school facilities, grounds, and buildings are safe, compliant with all applicable regulations, and well presented.
• Manage and oversee maintenance and minor capital works projects, as delegated by the Facilities Manager.
• Support the Facilities Manager in the preparation and management of annual maintenance budgets, including budget tracking and invoice management.
• Identify and lodge purchasing requests for the department.
• Oversee maintenance tenders and maintain departmental policies and reporting requirements.
• Act as first escalation point for, and supervisor of, Leading Hand and Maintenance Supervisor roles.

Requirements

• Minimum of three years of facilities management experience incorporating multiple properties and grounds.
• Experience with independent schools or similar environments is highly desirable.
• Tertiary qualification in construction, project management, engineering, or property services is desirable.
• Strong technical skills with knowledge and experience in on-site management or senior coordination of the safe operation of multiple properties.
• Previous experience supervising employees, scheduling and directing work, evaluating performance, and coaching for improvement.
• Refined project management skills, including the capacity to meet deadlines and deliver outcomes that meet diverse needs.
• Experience in budgeting, reporting, and generating maintenance schedules.
• Excellent communication and interpersonal skills, with the ability to engage and build strong relationships with all stakeholders.
• Hands-on approach to problem-solving, with the ability to prioritize and manage multiple tasks simultaneously.
• Understanding of WHS and associated risk and compliance requirements.

A key member of the facilities management team, the Assistant Facilities Manager leads day-to-day vendor service delivery across client buildings, ensuring KPI targets are met and contractual obligations are fulfilled through monthly reviews and documented reporting. Collaborating across vendor, client, and security teams, this role sustains FM contract performance and supports ongoing operational standards through audits, purchase order management, and PPM scheduling.

Functions

• Manage day-to-day services for client buildings, ensuring all vendor service levels are maintained and KPI targets are met.
• Ensure all vendors deliver services in line with contractual obligations, and resolve supplier issues directly with vendors.
• Schedule monthly meetings with the client team to review and manage vendor service levels, and document all findings in a monthly report.
• Raise purchase orders and process and endorse client invoicing.
• Maintain a working escalation process and establish a rota for call-outs, escalating emergencies connected with facilities or equipment as required.
• Coordinate vendor access with assistance from the client security team.
• Inspect offices and carry out cleaning audits in conjunction with the cleaning vendor, ensuring office equipment is in working order and has sufficient supplies.
• Maintain the FM Location Operational Manual and Playbooks, and take responsibility for the continual development of the FMC, including setting targets and providing training.
• Maintain a professional and courteous working relationship with landlords and their representatives.
• Manage client expectations around cover for client events and specific requirements, identify service shortfalls, ensure all PPMs are carried out as scheduled, and manage outsourced postal and courier services.

Experience & Qualifications

• Strong experience in an FM or related services environment.
• Experience dealing with suppliers and contractors.
• Good understanding of FM service contracts and negotiations.
• Good knowledge of FM SLAs and KPIs.
• Proficient in Microsoft Office Suite.
• Strong communicator with confident oral and written skills.
• Good administration skills and an eye for detail.
• Strong customer service ethic with a team-player mindset.
• Ability to work to pressured deadlines.

Sustained building performance and client satisfaction depend on the Assistant Facilities Manager, who coordinates maintenance and repair assignments across technicians, vendors, and contractors while overseeing inspections, financial reporting, and work order management. Based within a facilities operations team and working alongside the finance team and client services, this role enables accurate cost management and timely resolution of occupant and client needs.

Accountabilities

• Oversee and coordinate maintenance and repair work assignments performed by technicians, vendors, and contractors for building maintenance, landscaping, and janitorial work.
• Respond to client inquiries and complaints, ensure timely and quality service delivery, and follow up with clients to ensure customer satisfaction.
• Perform facilities inspections and prepare reports.
• Assist in the preparation of operating and capital budgets.
• Manage vendor relationships and train vendors on work order and billing procedures.
• Process invoices and ensure proper cost center coding.
• Review periodic financial reports, explain variances, and work with the finance team to correct errors.
• Coordinate and manage move, add, and change activities.
• Use a PC and mobile devices for the work order system, email, and process and procedure training.

Technical Qualifications

• High school diploma or GED required.
• Minimum of four years of related progressive experience and training.
• Basic knowledge of financial terms and principles.
• Intermediate skills with Microsoft Office Suite, Outlook, and intranet and internet platforms.
• Ability to use a work order system.
• Ability to comprehend and interpret instructions and correspondence, write routine reports, and respond to inquiries from clients and colleagues.
• Ability to present information effectively to internal departments and large groups of employees.
• Ability to calculate simple figures such as percentages.
• Ability to understand and carry out general instructions, and to solve problems in standard situations using basic analytical skills.

As the Assistant Facilities Manager, this role owns the coordination of facilities staff, vendor oversight, and work order lifecycle management for a commercial property, including generating, tracking, and closing orders through CMMS platforms. The property operations team relies on this work to maintain budget compliance through Yardi-based accounts payable processing, regular inspections, and safety standard adherence.

Activities

• Assist with planning, developing, and implementing the operating budget, including preparation of forecasts, monthly reports, accruals, and variance analysis.
• Respond to user and occupier requests via phone, email, and work order system, and coordinate with Facilities Management and Engineering teams to resolve issues.
• Assist with coordination and supervision of facilities staff, including oversight of scheduling and facilitating maintenance with engineers, janitorial staff, and third-party vendors.
• Generate, track, review, and close work orders, and maintain responsibility for all work order reports.
• Create purchase orders and track, code, and process accounts payable invoices using the Yardi accounting platform.
• Perform regular property inspections and maintain appropriate checklists or logs in CMMS or the work order system.
• Support compliance with property safety standards and building codes.

Position Requirements

• Associate's degree or real estate certificate program.
• LEED AP, IREM CPM, BOMA RPA, or other facilities management certifications are strongly recommended.
• Minimum of 2 years of related experience.
• Understanding of financial terms and budgeting.
• Proficient in CMMS platforms including Angus, Facility360, or similar.
• Proficient in Yardi and Microsoft Office Suite including Word, Excel, PowerPoint, and Project.
• Ability to express ideas clearly in written and verbal communications.
• Strong organizational skills with a detail-oriented approach and a focus on customer service.

Assistant Facilities Manager supports the tactical delivery of facilities services for an assigned property, serving as the on-site key point of contact for clients and key stakeholders across site budgets, accounting, maintenance and operations, contract services, and occupancy services. The work directly supports a high-performing on-site team by managing vendors, monitoring financial processes, implementing safety procedures, and maintaining 24/7 emergency call support.

Operational Focus

• Manage and coach the on-site facilities team, ensuring high staff morale, trust, and work ethics, and actively supporting an environment of teamwork and performance excellence.
• Assist in mentoring and enabling the training and development of team members.
• Deliver excellent customer service to meet on-site client expectations, and build and develop effective relationships with key stakeholders across all levels.
• Monitor procedures to ensure client expectations are conveyed and acted upon.
• Manage multiple vendors, including hard and soft services, to deliver services on time and within budget, and oversee vendor procurement processes in accordance with agreed procurement guidelines and best practices.
• Ensure all contracts are professionally delivered at the right cost and in line with the Code of Ethics.
• Monitor contract expiry and initiate re-procurement as needed.
• Ensure site financial operations meet targets and control requirements, and assist in monitoring financial processes to ensure accounts payable procedures are followed at all times.
• Implement and manage safety procedures to ensure a safe working environment, and ensure compliance with statutory regulations on fire, health, and safety standards.
• Implement industry best practice operations and assist in monitoring all building procedures and performance measures.
• Provide 24/7 emergency call support and site attendance, and assist in the implementation and management of a property risk management program and business continuity plans.

Knowledge Skills & Abilities

• 2+ years of experience in facilities management within a corporate environment.
• Competent knowledge of occupational health and safety requirements, critical facilities, and vendor management for specialized services.
• Ability to understand and interpret commercial contracts, with demonstrated capacity for budget management and financial interpretation.
• Superior people management and contractor management skills, with the ability to lead teams effectively, train staff, and promote open and collaborative relationships at all levels.
• Strong verbal and written communication skills with good presentation skills, active listening, and an eye for detail.
• Strong planning and organizational skills with the ability to prioritize work, meet tight deadlines, and manage multiple complex operational matters daily.
• Analytical, with a proven ability to solve complex problems using a quantitative approach and to employ holistic, long-term solutions.
• Ability to deal effectively with high-pressure and rapidly changing situations, adapt quickly, and maintain focus on performance targets.
• Client-focused with a proactive and professional approach to customer service, the ability to manage conflict, and a team-player orientation.

The Assistant Facilities Manager produces operational results across a national facilities portfolio by overseeing satellite and corporate offices, managing third-party service providers, and supporting the planning and launch of future space needs. Reporting to the Facilities Manager and Director and partnering with risk and safety teams, this role advances site compliance, standardization, and process improvement outcomes across all locations.

Key Deliverables

• Support local operations and oversee the main corporate satellite office and nearby facilities to ensure sites are clean and compliant.
• Manage third-party relationships, including janitorial, site security, and general contractors.
• Support the planning, setup, and launch of all future space needs, including office and warehouse facilities.
• Back up the Facilities Manager and act in their absence, maintaining knowledge of key location information and site contacts.
• Ensure janitorial and FF&E stock levels are sufficient at all locations, and ensure tickets are responded to and completed appropriately and promptly.
• Work closely with the Facilities Manager to maintain a national standardization plan and support site initiatives.
• Conduct process improvement initiatives, including documenting current processes, performing data analysis, facilitating the design of process changes, and creating future state processes.
• Proactively communicate updates on project statuses and issues to the Facilities Manager and Director.
• Regularly inspect facilities and equipment for safety compliance, reporting any equipment that does not meet contractual, internal, or OSHA standards.
• Partner with risk and safety teams to ensure all locations follow guidelines and recommendations.

Education & Experience

• Bachelor's degree in business, transportation, logistics, operations management, or a related field.
• Facilities Management Certification is a plus.
• Demonstrated knowledge of and prior experience with facilities operations, office services, and project management.
• Experience working with hand and power tools, including the ability to assemble furniture and complete light painting and patching.
• Prior experience working with outsourced and third-party service providers and contractors.
• Adept at reading construction drawings and documents.
• Proficient in Microsoft Office Suite, including Word, Excel, and Project.
• Familiarity with SmartDraw, CAD/AutoCAD, and space planning is a plus.
• Effective communicator who works cooperatively with others across teams and functions to build and maintain mutually beneficial partnerships.

Embedded within a facilities management operation serving a broad range of customers including VVIP clients, the Assistant Facilities Manager develops continuous improvement strategies and manages all technical and non-technical direct and subcontracted services to ensure consistent, compliant delivery against required quality standards. Working closely with customers, clients, internal management, suppliers, Procurement, and Stores teams, this role advances staff capability through training, multi-skilling initiatives, and CAFM system utilization.

Areas of Ownership

• Understand the contractual scope of services under allocated responsibilities and prepare and adhere to appropriate contract management plans and reports.
• Allocate housekeeping, MEP, and supervision functions to ensure quality of services is provided to customers.
• Manage all technical and non-technical direct and subcontracted services, ensuring all services are delivered in a consistent, compliant manner to the required quality and standards.
• Ensure material supplies are provided on time, minimum stock levels are maintained, and stock accuracy is upheld.
• Identify long-lead-time items and liaise with Procurement and Stores to ensure materials are readily available.
• Manage petty cash within the area of responsibility in adherence to expense policies.
• Routinely inspect all subcontracted services to ensure performance measures are maintained.
• Ensure all staff are trained to deliver the required quality of service.
• Identify training needs, forecast training requirements, and actively encourage multi-skilling to increase flexibility and job satisfaction.
• Conduct monthly safety inspections, promote health and safety within the workplace, and report any incidents within the timeframes set in the escalation matrix.
• Develop and implement continuous improvement strategies that promote productivity, efficiency, and maximum quality.
• Support the team in maximizing use of the CAFM system and ensure SOPs and PDA usage guidelines are followed.
• Manage excellent relationships with customers, clients, internal management, suppliers, and partners.
• Act as a role model for people management processes, set objectives for direct reports, and support staff retention and development.

Professional Experience

• Bachelor's degree in an engineering discipline, including civil, electrical, or mechanical engineering.
• Certification in facilities management from a recognized body.
• Membership of a professional body is an additional advantage.
• Minimum of 2–5 years of proven experience in facilities management.
• Experience in facilities management service delivery to a broad range of customers, including VVIP customers.
• Knowledge and understanding of Dubai Municipality legislation and awareness of market trends, legislation, and industry best practice in facilities management.

Reporting to FM colleagues, the Assistant Facilities Manager assists with the procurement and instruction of maintenance and reactive works across a portfolio of managed properties while monitoring health and safety compliance and maintaining occupier records through online systems. Partnering with occupiers, contractors, the Customer Experience team, and utility consultants, this role refines service quality through contractor performance monitoring, H&S audits, and occupier engagement initiatives.

Role Responsibilities

• Assist FM colleagues with the procurement and instruction of appropriate maintenance and reactive works, via online systems and in person where appropriate.
• Monitor health and safety compliance across the managed portfolio, and routinely upload required H&S information and paperwork to online systems.
• Maintain regular liaison and engagement with occupiers regarding facilities management services, and ensure colleagues are aware of any issues.
• Attend managed properties as required to support the provision of facilities management services for clients and occupiers.
• Maintain records of all contracts and occupier contact details for sites under management, including emergency contacts, and keep all records up to date on online systems.
• Provide occasional holiday cover for a member of the FM team, monitoring emails, online systems, and invoices, and dealing with matters that arise.
• Assist with monitoring contractor performance via online systems and in person, to ensure contracted works and services are provided to a satisfactory standard.
• Assist with ensuring all necessary documentation, including certificates, reports, and photos, is provided by suppliers promptly and is recorded through online systems.
• Assist with re-tendering service contracts, obtaining quotes for planned or reactive works, and ensuring service contracts are documented in the standard format and signed by a Director.
• Assist with scheduling and attending H&S audits, including General Risk, Fire Risk, Water Risk, and Asbestos assessments.
• Assist with reporting accidents and near-miss incidents using online systems.
• Assist with ensuring monthly meter readings are regularly obtained and passed to external utility consultants for action.

Background & Experience

• Previous experience in a facilities management or facilities coordination role is essential.
• Experience in health and safety compliance is essential.
• Excellent written and verbal communication skills.
• Sound IT skills, including proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Exceptional customer service skills.
• Ability to work full-time and overtime when required in a fast-paced, high-volume environment.

Sitting at the intersection of warehouse operations and people management, the Assistant Facilities Manager supervises daily activity within a production and warehouse environment, maintaining productivity, safety, and security standards while coordinating departmental activities and managing employee performance. Operating across processing, inbound inventory, and client services functions, this role ensures operational deadlines are met through effective staffing, SOP compliance, and training initiatives.

Job Functions

• Supervise daily operations in a fast-paced and continuously changing production and warehouse environment.
• Compile department productivity statistics on a scheduled basis and coordinate daily departmental activities.
• Operate and troubleshoot department equipment, including material handling equipment such as forklifts and pallet jacks.
• Monitor inbound warehouse inventory and the flow of product to processors, and coordinate and oversee the processing of disposition product.
• Maintain high standards for safety, security, and quality practices, and operate the facility in strict accordance with all SOPs.
• Monitor opening, closing, and breaks to ensure proper compliance by all employees, and establish and maintain departmental production standards and quality and accuracy levels.
• Report all customer issues to management and client services in a timely manner.
• Maximize department performance through effective interviewing, selecting, training, appraising, coaching, and counseling of employees.
• Contribute to employee development through training, coaching, and promotional opportunities.
• Ensure deadlines are met by monitoring and directing department activities and making adjustments in staffing and priorities.
• Update and maintain all manuals, forms, and files associated with department operations.
• Train and schedule full-time, part-time, and temporary warehouse personnel.
• Monitor employee performance, make salary recommendations, and discipline employees in conjunction with management.
• Perform client presentations and warehouse tours in conjunction with management.

Minimum Qualifications

• Associate's degree in Business Administration, Management, Accounting, or Finance.
• High School diploma or equivalent with a minimum of one year of managerial or supervisory experience in pharmaceutical, logistics, manufacturing, trucking, or warehouse industries; or an equivalent combination of experience and training.
• Proven interpersonal and communication skills with the ability to delegate and prioritize work.
• Working knowledge of computers and programs specific to operations and operations reporting, including MS Office (Excel and Word).
• Knowledge of warehouse safety and security practices.
• Ability to package, label, load, and unload hazardous materials and hazardous waste, sign hazardous waste manifests, and serve as an Emergency Coordinator for the facility.
• Ability to perform the functions of a hazardous waste generator, including identification, sorting, packaging, segregating, and labeling of hazardous waste generated from daily operational activities.

A key member of the critical facilities operations team, the Assistant Facilities Manager oversees all maintenance schedules and subcontractors for a data center, managing mission-critical mechanical, electrical, and life safety systems with a primary focus on uptime and cost-saving opportunities. Collaborating across operations, client services, and subcontractor teams, this role develops Change Control Programs including MOPs, SOPs, and ERPs while providing 24/7 on-call support and field technical expertise.

What You'll Do

• Provide on-site field coordination, supervision, and project management support for the operation of a data center.
• Manage mission-critical equipment used to operate and maintain a data center, including systems and physical environment integration across life safety, mechanical, plumbing, and power-related activities.
• Report discrepancies and trends to the operations team and clients.
• Manage preventative and emergency maintenance schedules and procedures for building systems, and identify backup and replacement inventory needs for critical systems.
• Oversee all maintenance schedules and providers, and provide 24/7 on-call support.
• Oversee and coordinate subcontractors to ensure proper installation of equipment and delivery of maintenance services.
• Troubleshoot emergencies, equipment problems, and technical issues, and organize and oversee resolutions.
• Self-perform electrical and HVAC preventative maintenance activities, including filter changes, generator operating tests, and UPS, ATS, and STS transfer tests and operation.
• Provide field technical support related to redundancy, reliability, and maintainability for the data center, with a primary focus on uptime and cost-saving opportunities.
• Develop and implement Change Control Programs, including MOPs, SOPs, and ERPs.
• Administer critical facility work rules, vendor onboarding, spare parts management, and life cycle replacement strategy.

Technical Qualifications

• Bachelor's or technical degree in mechanical or electrical engineering or a related field preferred.
• 3+ years of experience as an Assistant Critical Facilities Manager or in other relevant roles.
• Electrical and HVAC certifications preferred.
• Knowledge of construction planning, mechanical and electrical systems, building controls, fire systems, security systems, and building automation systems.
• Technically proficient in planning and scheduling, with excellent organizational skills.
• Proficient in MS Excel, MS Word, and MS Project.
• Knowledge of AutoCAD is a plus.
• Strong communication skills with the ability to lead coordination meetings and actively facilitate progress to achieve scheduled goals.
• Good judgment, flexibility, and the ability to work cooperatively with internal administration groups and effectively with customers and contractors.

Hands-on maintenance outcomes across painting, carpentry, door hardware, and locksmith functions depend on the Assistant Facilities Manager, who assists the Facilities Manager with the operation and maintenance of the building and its systems to ensure uninterrupted day-to-day operations. Based within a facilities maintenance team and working alongside the Facilities Manager and procurement contacts, this role enables a safe working environment through project tracking, inventory management, and multi-trade repair execution.

Day-to-Day Responsibilities

• Paint and maintain various types of finishes, including latex and stain.
• Make drywall and other surface repairs, and perform carpentry and door hardware repairs and maintenance.
• Repair damage to doors and all associated operating hardware, and complete locksmith duties as assigned.
• Complete building projects as assigned, monitor and track building projects, and make recommendations to the Facilities Manager regarding equipment, materials, staffing needs, and purchase requirements.
• Maintain appropriate inventory and ensure all required safety labeling and PMs are completed.
• Participate in maintaining a safe working environment and make occasional parts pickups and office maintenance visits.

Knowledge Skills & Abilities

• High school diploma or GED required.
• Operate appropriate lifts and maintain required certifications.
• 1–2 years of experience in a facility trades maintenance position with 1–2 years of experience in door and lock repair or maintenance.
• Advanced working knowledge of electrical, electronic, pneumatic, and mechanical control devices and BAS systems.
• Knowledge of methods, tools, and equipment used in the maintenance, repair, and troubleshooting of HVAC, plumbing, and electrical equipment and systems.
• Ability to read blueprints, schematics, shop manuals, drawings, and all types of test equipment, including analog and digital multimeters, pressure and temperature devices, air flow measuring devices, and leak detection devices.
• Proficient in the use of a personal computer, handheld communication device, and CMMS software.
• Understanding and use of sustainable products required.
• Excellent communication and interpersonal skills, with the ability to work effectively with diverse groups across all levels of an organization.
• Excellent problem-solving and organizational skills with an excellent record of dependability and reliability.
• Ability to work without direct supervision and to perform effectively despite sudden deadlines and changing priorities.

As the Assistant Facilities Manager, this role oversees vendor selection and day-to-day financial management of a commercial property while supporting the Facilities Manager in maintaining quality standards across interior and exterior conditions, fire and life safety programs, and work order completion. The property management team relies on this work to sustain positive tenant relationships, maintain regulatory compliance, and ensure 24/7 on-call coverage for property events and emergencies.

Scope of Work

• Support the Facilities Manager in day-to-day operational management of all aspects of the property to ensure maintenance of approved quality standards.
• Assist with the preparation and coordination of fire, life safety, and other safety programs, and ensure all policies and procedures are followed.
• Assist with the preparation and coordination of all maintenance programs relating to interior and exterior conditions and appearance of properties.
• Participate in the selection of contract services and vendor negotiation of service agreements, and oversee day-to-day vendor performance to ensure full compliance with standards established within the service agreement.
• Work with staff in the planning and organization of internal and building-to-building moves, including selection of movers and specialty trade contractors, and serve as liaison to various in-house support groups.
• Ensure the completion of work order requests in a timely manner and to the satisfaction of the requesting associate.
• Assist with the day-to-day financial management of the property, including preparation of the budget, financial reviews, and monthly management reports, and maintain financial records and files.
• Maintain positive and prompt responses to requests from building tenants and clients, and maintain ongoing communications with the Owner Representative to ensure needs are being met.
• Perform regular workspace sweeps to identify areas, items, equipment, and materials in need of repair, replacement, or upgrade, and report all issues to the Facilities Manager.

Qualifications & Experience

• Bachelor's degree or equivalent experience.
• Minimum of 3–5 years of real estate, facility coordination, or facility management experience required.
• Strong computer skills with proven analytical abilities.
• Ability to handle multiple complex tasks with minimal supervision while adhering to policies, procedures, and owner objectives.
• Ability to work effectively with a variety of individuals both inside and outside the organization.
• Strong communication skills and a positive attitude.

Assistant Facilities Manager oversees hard and soft FM service delivery within a corporate office environment, taking responsibility for health and safety standards, client relationship management, and day-to-day leadership of an on-site FM team. The work directly supports the Regional Facilities Manager by ensuring operational procedures are followed to the required standard and administrative tasks are completed to sustain a high-quality workplace experience.

Work Activities

• Take responsibility for operational management of hard and soft FM services within a corporate office environment.
• Provide day-to-day leadership and management to the on-site FM team.
• Act as first point of contact for all facilities management queries on site, and address these in an efficient and timely manner.
• Build and maintain excellent client relationships.
• Ensure the highest standards of health and safety are maintained on site.
• Understand and operate procedures and processes to the required standard.
• Support the facilities team with administrative tasks.

Skills & Qualifications

• BIFM qualification desirable.
• Previous facilities management experience, preferably within a corporate environment.
• An engineering or hard services background is desirable.
• Excellent customer service, interpersonal, and communication skills.
• Good knowledge of health and safety legislation and statutory compliance.
• Strong commercial acumen.