Job SummaryWe have an exciting opportunity for a Deputy Facilities Portfolio Manager based in Adelanto, CA. This position supports Facilities Portfolio Managers by coordinating operations and projects across assigned facilities, helping ensure work is delivered efficiently, on time, within budget, and consistent with customer requirements and company policies.
DUTIES AND RESPONSIBILITIES:Portfolio Support and Coordination
- Support Facilities Portfolio Managers in day-to-day operations, including attending meetings, tracking action items, and following up on tasks.
- Maintain a working knowledge of assigned buildings, including open issues, work orders, ongoing projects, and routine maintenance activities.
- Assist in developing and maintaining schedules, status reports, and presentations for leadership and customers.
Operational Oversight
- Monitor and help manage work requests in the Work Request Management System (e.g., ServiceNow, SAP) to ensure timely response and resolution.
- Coordinate with Operations, Project Implementation, ENVS, EHS, Procurement, Security, and other support functions to resolve issues and support facility needs.
- Help ensure operational activities comply with applicable laws, regulations, company policies, and safety requirements.
Project Administration
- Assist with planning, scheduling, and coordinating facilities projects to meet milestones and completion dates.
- Analyze project plans and data to help ensure delivery requirements are met and stakeholders remain informed.
- Support the preparation and maintenance of project documentation, including scopes of work, budgets, schedules, and progress reports.
Analysis, Reporting, and Communication
- Analyze data and issues, and work with Portfolio Managers, line managers, and clients to develop and recommend solutions.
- Prepare clear and accurate reports, dashboards, and presentations.
- Draft and distribute communications related to facilities operations and projects to internal customers and stakeholders.
- Represent the facilities organization in internal meetings and, as needed, in external interactions with vendors and service providers.
Backup and Leadership Support
- Provide backup coverage for Facilities Portfolio Managers during absences to ensure continuity of services and communication.
- Provide guidance to support staff or less experienced team members as requested.
- Maintain strict confidentiality of sensitive information.
Other Responsibilities
- Perform other duties as assigned.
- Work safely in accordance with established operating procedures and practices.
- Observe all applicable laws, regulations, and company obligations when conducting business on behalf of the company.
Job Qualifications- Typically requires a bachelors degree in Business Administration or a related discipline and six or more years of progressive professional project administration experience. Equivalent professional experience may be substituted in lieu of education.
- Solid understanding of facilities operations, maintenance processes, and essential project administration principles, concepts, and techniques.
- Experience organizing, planning, scheduling, and coordinating work to meet milestones and deadlines.
- Knowledge of Work Request Management Systems (e.g., ServiceNow, SAP) and related workflows.
- Familiarity with cross-functional processes involving Operations, Project Implementation, ENVS, EHS, Procurement, and Security.
- High proficiency with software tools, including:
- Microsoft Word, Excel, PowerPoint, and Visio
- Adobe Acrobat
- Project and construction management tools (e.g., Procore, ProEst or similar)
- Strong analytical skills with the ability to interpret data, identify issues, and develop practical solutions to a variety of problems.
- Strong verbal and written communication skills to clearly document, report, and present information to various audiences.
- Strong interpersonal skills with the ability to build effective working relationships and interface with staff at all levels, as well as vendors and service providers.
- Ability to manage multiple tasks, set priorities, and meet deadlines in a dynamic environment.
- Ability to work independently with minimal supervision and collaboratively within a team.
- Ability to work extended hours as required to support business needs.
- May require the ability to obtain and maintain a DoD security clearance.
