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Assistant Facilities Manager
Jones Lang LaSalle
Atlanta, GA, United States
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Assistant Facility Manager
Responsibilities:
Directly support the Facility Management team with on-going facility and team related responsibilities, including, but not limited to:
• Demonstrate confidence, professionalism, responsiveness and exceptional customer service skills
• Use good business judgment when responding to the needs of clients, both internal and external.
• Communicate professionally, in a clear and concise manner and display a professional appearance.
• Assist Facility Manager in management of Client’s leased facilities within region, including direct onsite facility management of 8 location(s) in VA-MD-DC
• Local client relationship manager with occupants.
• Provide direct or matrix management support to administrative professionals and any third party labor.
• Conduct routine facility inspections and review areas for service with Facility team. Resolve issues related to work order completion.
• Coordinate and schedule preventative maintenance activities.
• Manage building service requests with service providers; confirm proper insurance is in place, provide access, and monitor the repairs.
• Assist in the oversight, development and management of capital and operating expense budgets for all remote facilities in the (market)
• Provide appropriate approval for Corp AP invoices within threshold. Coordinate with vendors to correct discrepancies and ensure timely payment of AP.
• Assist with researching, analyzing and reporting budget variances.
• Helps support facility specific cost savings targets to contribute to the account achieving savings
• Update office occupancy data online
• Coordinate compliance documents for office vendors, contracts, access rights and equipment inventories.
• Manage content on office Connect page.
• Collect and report on Facility Management data.
• Manage employee onboarding requirements including the preparation of employee name signage, assign access cards, assigning phone extensions, emergency procedure documents, information packets, etc.
• Manage office equipment including but not limited to MFD’s, postage machine, AV, kitchen appliances.
• Ensure inventory levels of supplies are kept within expectations.
• Assist Facility Manager with relocation services, office projects preparation and clean up, and occupancy tracking.
• Support emergency preparedness plans of the office including participation or leadership of the emergency team.
• Provide data required for the monthly/quarterly/annual reporting appropriate for the client
• Assist in management and monitoring of office safety and security including access control, parking access where applicable and meeting ADA/Federal/OSHA standards.
• Understand job responsibilities of 3rd party labor, receptionist, admin, and FC in order to provide support to those roles when necessary.
• Assist Facility Manager with tactical planning for the regional facilities team’s goals and objectives
Requirements
• 2+ years of facilities or property management experience in corporate environment, third party service provider or as a consultant.
• Bachelor’s degree or equivalent work experience in facilities management or property management.
• Proven record of client service. Must be able to establish credibility with the client, facilities team, vendors and contractors.
• Knowledge of commercial real estate, building operations and systems, accounting, project management and vendor management, highly desired.
• Excellent interpersonal, communication, organizational and management skills.
• Computer proficiency with MS Office, Computerized Maintenance Management System (CMMS)
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