Assistant Facilities Manager (Moves, Add, Changes)

CB Richard Ellis New York, NY
JOB SUMMARY

The purpose of this position is to provides assistance to Facility Management team in completion of multiple functions of building operations and maintenance for a facility, campus or portfolio of buildings.

ESSENTIAL DUTIES AND RESPONSIBILITIES

There will be a lot of Moves, Adds, Changes in this role. They will be doing mostly activities towards MACs, and interacting with the client. Will be answering a lot of emails that come through, so will need to have very good written and verbal communication skills, responding to emails, handling requests, etc. There will be walkthroughs and confirmation of space. There will be purchase work through Arriba. Will be doing end to end management, functions of tasks, working on a project team, and understanding the big picture. Experience related to Occupancy planning and basic workplace strategy. Working with furniture and furniture systems would be great.

Oversees and/or coordinates maintenance/repair work assignments performed by technicians, vendors and contractors performing building maintenance, landscaping, and janitorial work. Responds to client inquires and complaints. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction. Performs facilities inspections and prepares reports. May coordinate and manage move, add and change activities. Assists in the preparation of operating and capital budgets. Manages vendor relationships and trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding. Reviews periodic reports including financials, and explains variances. Works with finance team to correct errors. Uses pc and/or PDA for work order system, email, ESS, process and procedure training. May coordinate and manage move, add and change activities. Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance and/or training to coworkers. May coordinate work and assign tasks.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

High school diploma or general education degree (GED). Minimum of four years of related progressive experience and/or training.

CERTIFICATES and/or LICENSES

Facility Management certification is desired. Driver's license may be required.

COMMUNICATION SKILLS

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

FINANCIAL KNOWLEDGE

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and ABILITIES

Intermediate skills with Microsoft Office Suite, Outlook, and intranet/internet. Ability to use work order system.

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

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