Assistant Facility Manager

Newmark International - Raleigh, NC

Full-time - Mid Level

Raleigh, NC

Real Estate

About the position

The Assistant Facility Manager is responsible for overseeing all building-related activities with minimal supervision. This role requires a blend of technical knowledge and management skills, as the individual will be expected to work independently while also collaborating with the Senior Facility Manager on the development and administration of the Property Plan and Budget. The Assistant Facility Manager will be well-versed in technical and engineering operations, as well as facilities best practices, ensuring that all aspects of building management are handled efficiently and effectively. In this position, the Assistant Facility Manager will supervise multi-disciplinary teams of contract staff, including janitorial, maintenance, security, food service, and mail/office services. They will participate in the selection and development of contract services, monitor vendor performance, and recommend necessary maintenance, mechanical, electrical, and structural modifications. The role also involves conducting site inspections in conjunction with the Chief Engineer to assess the need for repairs and renovations, as well as overseeing general maintenance needs. The Assistant Facility Manager will be responsible for establishing and following fire, life safety, and other safety programs, ensuring compliance with regulations. They will respond promptly to requests from building occupants and implement ongoing contract programs to assess and address occupant needs. Additionally, the role includes coordinating and overseeing building and employee events, such as large meetings and employee awareness events, while also being knowledgeable about project management activities related to employee moves and minor construction. Administrative functions are also a key part of this role, including preparing annual operating budgets, reviewing and approving monthly invoices, and maintaining positive communication with clients regarding service issues. The Assistant Facility Manager will be on-call 24/7 to respond to property events, emergencies, or incidents, ensuring that the building operates smoothly at all times.

Responsibilities

• Oversee facilities and maintenance contracts/vendors and building staff to ensure continuous service to client and building operations.
• Supervise multi-disciplinary teams of contract staff including janitorial, maintenance, security, food service and mail/office services.
• Participate in the selection and development of contract services and daily monitoring of vendor performance.
• Recommend maintenance, mechanical, electrical, and structural modifications as needed.
• Perform site inspections of structures to determine the need for repairs and renovations, overseeing general maintenance needs.
• Prepare, coordinate, and ensure that all fire, life safety and other safety programs are established and followed as required for specific location.
• Respond positively and promptly to requests from building occupants and implement ongoing contract programs to assess occupant needs.
• Assist in coordinating and overseeing building/employee events such as large meetings and employee awareness events.
• Obtain pricing and scope development for contract work coordinating with Contract Manager.
• Provide data to assist in the development of monthly operating and financial variance reporting.
• Perform administrative functions such as input of invoices, tracking vendor certificates of insurance and occupancy reporting.
• Maintain positive communication with clients regarding service issues and resolution, verbally or via email.
• Be on-call 24/7 to respond to property events, emergencies, or incidents.

Requirements

• Bachelor of Science preferred or relevant facility management experience.
• Professional certification (e.g. CFM, FMA) is preferred or relevant experience.
• Minimum 4 years facilities supervisory/management experience, preferably in commercial real estate.
• Strong management and leadership skills.
• Effective communication skills.
• Proficient in MS Office, including Word, Excel, Outlook, and PowerPoint.
• Confidence in client-facing situations.
• Broad knowledge of principles, practices, and procedures in facility management.

Nice-to-haves

• Experience in overseeing event setup for employee events and executive meetings.
• Knowledge of project management activities such as employee moves and minor construction.
• Awareness of environmental and sustainability activities.