Job Title
Facilities Manager
Job Description Summary
Job Description Summary
The purpose of this position is to provide leadership and management for the facilities organization at a specific location, set of buildings, or campus environment. The Facilities Manager is charged with the day-to-day implementation of policies, procedures, programs and workplace services delivery that provides a well-managed and well-maintained building. An emphasis of this role is placed on a positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination with the client's goals and objectives. This position coordinates the activities, financials, vendors and manpower required for current and future needs of the building and operations.
Job Description
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
• Ensure the day-to-day operations of the multi-site facility(ies) or campus, including life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with C&W policies and client directives
• Manage all contracts to ensure they are reviewed on a regular basis and are bid out as required; verify that invoices match contract pricing and that services and/or goods received
• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of the properties
• Ensure all regulatory requirements are met (local, state, and federal)
• Respond positively and promptly to requests from site occupants. Oversee the implementation of ongoing contract programs to constantly assess occupant needs and to ensure problems are being solved promptly to the mutual benefit of the client and the properties in accordance with contract scope and Service Level Agreements (SLA’s)
• Ensure that 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 Year-end Performance Report, and other reports and documentation, as required
• Prepare, create, review, and give initial approval as needed on all budgets, monthly accruals, monthly variance reports, financial reports (weekly, monthly, and quarterly), contracts, expenditures and purchase orders related to the facility(ies) or complex.
• Coordinate and own the preparation and publication of the annual operating and capital budgets, quarterly reforecast, and business plans
• Assist in the development of capital budgets for the property. This includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction initiatives
• Collect, analyze and report statistical data as may be required to provide accurate and current assessment of facility management objectives
• Hire, train and motivate facility personnel. Maintain positive staff relations. Conduct scheduled and regularly recurring 1:1s with direct reports. Conduct or approve performance evaluations for staff
• Thoroughly be familiar with the management contract and all requirements contained therein
• Thoroughly be familiar with all KPIs and SLAs. Ensure facility-level execution to meet compliance
• Drive work order hygiene and completion within SLAs
• Drive purchase order hygiene and process adherence
• Assist in the development, maintenance, and/or execution of process improvements and programs for standardization and continuity of service to the client
• Monitor and ensure that vendors comply with insurance requirements and coordinate all claims, as required
• Act as the Point of Contact and C&W representative for the client
KEY COMPETENCIES
1. Communication Proficiency (oral and written)
2. Technical Proficiency
3. Problem Solving/Analysis
4. Leadership
5. Teamwork Orientation
6. Relationship Management
7. Financial Management
8. Documentation and Follow Through
9. Process Creation and Implementation
10. Remote Team Management
11. Multi-Commercial Office Site Management
IMPORTANT EDUCATION
• Bachelors degree in Facilities Management, Corporate Real Estate, Project Management, or Business Administration required
IMPORTANT EXPERIENCE
• A minimum of 5-7 years of commercial high-rise office, campus environment, and/or property portfolio management experience required
• Experience in leasing, construction, engineering and all facets of property operation and building management preferred
• Experience with critical system environments and painting desired
• Experience with leading and managing a direct team of 4-6 remote staff members required
• Experience with delivering to KPIs and SLAs required
• Experience in the development and implementation of programs to drive out cost inefficiencies preferred
• CMMS/Work Order Management experience preferred
Compensation $118,200
ADDITIONAL ELIGIBILITY QUALIFICATIONS
• Certified Facility Manager (CFM), International Facilities Management Association (IFMA), Building Owners and Managers Association (BOMA) industry certifications recommended; other Engineering, Business or technical training or certifications preferred
• Ability to read and understand construction specifications and blueprints
• Proficient in understanding management agreements and contract language
• Excellent computer and systems knowledge: Strong literacy in Microsoft Office Suite (MS Word, Excel and PowerPoint)
• Strong discipline of financial management including financial tracking, budgeting and forecasting
• Knowledge of Financial Systems (Yardi a plus)
• Skilled in Building Management Systems maintenance and monitoring
