Administrative Assistant - Facilities

Client & Site Information:

• Supporting a professional tech company in a client-facing role.
• Requires polished communication and professional demeanor.
• Ideal candidates should have experience in commercial or corporate facilities management (not residential).

Top Skills Required:

• Strong interpersonal communication
• Self-awareness and professionalism
• Active listening skills
• Ability to work independently and be self-sufficient

Interview Process:

• Two rounds of video or in-person interviews
• Introductory call with the client

Onboarding:

• Standard onboarding process, plus an additional client-specific onboarding

Role Overview:

As an Assistant Facilities Manager, you will oversee building operations and maintenance for a facility, campus, or portfolio of small-to-medium-sized buildings. This role is part of the Facilities Management function, supporting Property Managers with repairs, maintenance, and investment planning.

Key Responsibilities:

• Team Leadership & Supervision:
• Provide formal supervision to a maintenance technician.
• Conduct training, development, performance evaluations, and coaching.
• Schedule and assign daily activities; cross-train staff.
• Facility Operations & Maintenance:
• Oversee maintenance and repair work assignments for technicians, vendors, and contractors (building maintenance, landscaping, janitorial).
• Ensure compliance with local, state, and federal regulations.
• Conduct facility inspections and generate reports.
• Client Relations & Service Delivery:
• Maintain positive client relationships and address facility-related issues.
• Respond to client inquiries and complaints; ensure quality service.
• Project & Budget Management:
• Prepare and manage capital projects and operating budgets.
• Track financial performance and variance reports.
• Review and approve procurement quotes for parts, services, and labor.
• Process Improvement & Compliance:
• Suggest operational efficiencies, repairs, and upgrades.
• Manage environmental health and safety procedures.
• Conduct training on maintenance, repairs, and safety best practices.
• Additional Responsibilities:
• Coordinate and manage move, add, and change activities.
• Utilize CMMS (Computerized Maintenance Management System).
• Other duties as assigned.

Supervisory Responsibilities:

• Directly manage one maintenance technician.
• Provide informal guidance and training to coworkers.
• Assign tasks and coordinate work schedules.

Qualifications & Requirements:

• Education & Experience:
• Bachelor's degree preferred (or equivalent combination of education and experience).
• 3-5 years of relevant experience in facilities management.
• Facility Management certification preferred.
• Skills & Competencies:
• Strong leadership and team management abilities.
• Excellent communication and problem-solving skills.
• Ability to manage budgets, contracts, and vendor relationships.
• Experience with staffing, training, performance management, and employee retention.
• Strong organizational and analytical skills.
• Proficiency in CMMS and financial reporting.
• Other Requirements:
• Valid driver's license.
• Advanced math skills (percentages, fractions, and financial calculations).
• Ability to handle sensitive and complex information.

Job Types: Full-time, Contract

Pay: $28.00 - $28.49 per hour

Expected hours: 40 per week

Application Question(s):

• 2-month project with potential for extension or permanent conversion based on business needs and performance (not guaranteed).

Experience:

• Commercial real estate: 3 years (Required)

Ability to Commute:

• Tucson, AZ 85706 (Required)

Ability to Relocate:

• Tucson, AZ 85706: Relocate before starting work (Required)

Work Location: In person

Salary : $28 - $28