Facilities Project Management Analyst

Description

This role reports to the Facilities Operations Manager and provides day-to-day oversight of Computerized Maintenance Management Systems (CMMS) workflow such as Ecotrak, records retention, and project administration. Under general supervision, the candidate plays a key role in managing administrative tasks and supporting project implementation. The candidate must have general knowledge of commercial MEP systems, HVAC repairs, building envelope maintenance, lighting, landscaping, roofing, parking lots, and other building component repairs. This is a medium- to fast-paced environment requiring multitasking. A strong candidate comprehends facilities management functions and operational objectives and can provide direction and scope for projects to include maintenance, remodels and new construction. 

Essential Job Functions

The incumbent must be able to perform all the following duties and responsibilities with or without reasonable accommodation:

Facilities Services

• Serve as a point of contact for clients, vendors, and in-house technicians, providing timely and accurate responses to inquiries.
• Review and analyze incoming work orders to determine the appropriate course of action until requests are satisfied, including obtaining additional information from clients to ensure proper dispatch and resolution.
• Identify cost-saving opportunities related to asset or equipment repairs.
• Liaise with landlords and/or property managers regarding required maintenance tasks and dispatch staff technicians accordingly.
• Schedule vendors or tradespeople as needed, qualify work activity, and initiate corrective actions before closing out work orders.
• Assist the Facilities Management department in ensuring Service Level Agreements (SLAs) are met by vendors per executed agreements.
• Plan, schedule, and coordinate preventative maintenance to address potential issues before breakdowns occur.
• Maintain contact with vendors and contractors to drive results and keep schedules on track.
• Maintain records and file systems on Microsoft SharePoint.
• Participate in weekly huddle meetings to provide work order status updates.
• Collaborate effectively with cross-functional teams to support both internal and external initiatives.

Facilities Project Coordination

• Create scopes of work for minor facility repairs based on technician feedback.
• Assist Facilities Project Managers with project administration.
• Create and track bundled work orders resulting from facility assessments.
• Set up utilities, alarm systems, garbage removal, and other facilities services for new property acquisitions.
• Troubleshoot building issues and coordinate maintenance improvements.
• Ensure fire extinguishers and fire alarm systems in all campus buildings are tested yearly.
• Work with the Safety Committee to coordinate environmental health and safety programs and assist with providing health and safety equipment as needed.
• Participate in weekly huddle meetings to provide work order and project status updates.
• Serve as a backup to the Facilities Operations Manager for emergency calls as needed.
• Maintain a departmental master calendar for major and minor annual deadlines and duties.

Qualifications

Qualifications/Requirements

• 2 years of facilities management experience in a multi-state setting supporting multiple locations.
• High school diploma (or equivalent) and at least three years of experience in maintenance and/or construction; or an equivalent combination of education and experience.
• Proficient computer skills utilizing Microsoft 365 Suite and SharePoint, with working knowledge of CMMS systems.
• Ability to read blueprints and schematics to understand facility layouts.
• Ability to create qualifying bid documents, including AIA standard/protocol.
• Basic math skills for creating preliminary cost analyses.
• Ability to assist with building security, surveillance, and fire suppression system monitoring.
• Strong critical thinking, self-starter, and proactive problem-solving skills.
• Possess an “ownership” mindset, taking responsibility for the outcomes of one’s actions and decisions.
• Strong organizational skills, attention to detail, and the ability to prioritize tasks effectively.
• Ability to multitask and work well under pressure in a dynamic, team-oriented environment.
• Proficiency in reading, writing, and communicating in English, including understanding construction trade terminology.
• Ability to comprehend and follow written and verbal procedures or instructions.
• Coachable and responsive to feedback, with a willingness to update processes as needed.
• Professional demeanor with a strong record of attendance and punctuality.
• Availability to work a flexible schedule, with occasional evening or weekend coverage and ability to travel when needed nationwide.

Note: Current responsibilities are impacted by company and team priorities that may have evolved from what is displayed in the job description. The description provides general job duties and requirements, but the employee’s manager may assign additional responsibilities or tasks depending on business needs.

We are an Employee-owned and operated company that is expanding, which provides many growth opportunities within the company. We currently have 70 locations in more than 20 states coast-to-coast and have been in business for 30 years.

Best Friends Pet Hotel, inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or any other protected classification.

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Salary : $55,000 - $60,000