Assistant Facilities Manager

Assistant Facilities Manager

Requirements

• Minimum 2 years of supervisory experience in facilities management or related field.
• Proficient in a range of information technology tools and platforms.
• Strong analytical, organizational, and presentation skills.
• Proficient skills in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Proven track record of excellent internal and external customer service.
• Exhibits strong interpersonal skills and problem-solving ability.
• Excellent verbal and written communication skills with the ability to communicate professionally.

Responsibilities

• Help coordinate and supervise maintenance staff and outside contractors
• Support the development and implementation of preventative maintenance programs
• Process work orders and prioritize maintenance requests
• Assist with budget preparation and expense tracking for facility operations
• Process and verify vendor invoices, ensuring accuracy and compliance with contract terms
• Create and manage purchase orders for facility-related goods and services
• Help ensure compliance with safety regulations, building codes, and environmental standards
• Participate in emergency response planning and implementation
• Assist with space planning and renovation projects
• Support sustainability initiatives and energy conservation efforts
• Maintain accurate records of maintenance activities, equipment warranties, and service contracts
• Provide support to team members and co-workers with multiple tasks as needed, demonstrating flexibility and collaborative work ethic
• Respond to and assist with urgent or ad-hoc requests that arise during daily operations
• Manage the team providing first line soft services to the site(s), including reception, mail operations, meeting & events, cleaning
• Monitor and maintain office equipment and supplies
• Manage and maintain regular contact and meetings with relevant vendors – to report on issues, recommendations and cost estimates
• Weekly walk-round with the vendor cleaning manager ensuring cleaning quality standards are maintained
• Manage Corrigo/ Prizm Tickets< – interface with internal customers and action queries promptly in line with service level agreements
• Manage daily health & safety issues – maintaining regular scheduled meetings and records of the fire and safety teams/fire drills/safety equipment/training
• Managing the quality of conferencing facilities
• Raise purchase orders
• provide cover for Building Operations Engineer / Facilities Manager when appropriate
• Responsible for all other duties and tasks as assigned including, but not limited to, assisting other departments (such as reception area and mail room).

Preferred Qualifications

• Experience working within CMMS/Work Order systems, or Corrigo preferred.