Manager, Assistant Facility

Job Description

JOB DESCRIPTION

Responsible for the day-to-day administration and implementation of policies, procedures and programs that will assure a well-managed and well-maintained site. This includes but is not limited to, placing maximum emphasis on positive response to the concerns and needs of the tenants, and on increasing the value of the site being managed, in coordination and conjunction with the Client’s goals and objectives. The Assistant Facility Manager (AFM) will be supporting the Senior Managing Director (SMD) to ensure needs of the site are met and in compliance. Under general and remote supervision, complete various facilities administration duties. Duties include, but are not limited to, administrative support, conference room and meeting coordination, work-order processing and internal move and project management.

Responsibilities

Essential Job Duties:

• Provide administrative and managerial support to the SMD for the portfolio.
• Implementation and organization of internal moves.
• Understand and manage space allocation for each business unit.
• Process and approve purchase orders as requested by management, vendors, or other involved parties.
• Process and approve invoices for vendor payment on a weekly basis and ensure payment received by set payment terms.
• Point of contact for all incoming maintenance calls and requests. Handle requests directly or assign vendor as needed, close out work orders once completed. Manage work order system on a daily basis.
• Frequent contact with vendors and contractors to schedule miscellaneous repairs and maintenance.
• Perform weekly inspection reports of the site and document inspections.
• Manage vendor contracts, maintain existing and initiate renewal of contracts to be reviewed by SMD.
• Complete monthly financial variance reports.
• Build annual budget for site and capital expense projects.
• Assist SMD to ensure completion of all special project work as assigned.
• Primary point of contact for site, required to be available for emergency calls that occur off hours.
• May need to manage another location remotely as a facilities liaison.
• May perform other duties as assigned
  
  

Other Job Functions

• On-call 24/7 to respond to property events, emergencies or incidents
• May review leases to ensure compliance with lease provisions.
• Actively participate in the development and management of the account
  
  

Qualifications

Skills, Education and Experience:

• Bachelor’s Degree or equivalent experience
• Minimum of 3-5 years of real estate/facility coordination or management experience required
• Ability to work well with a variety of different individuals both inside and outside of the company
• Ability to handle multiple complex tasks with minimal supervision while also adhering to the policies and procedures and Owner objectives
• Strong written and verbal communications skills, with ability to produce communications and other materials that are effective and of a professional nature
• Experience in and working knowledge of business/office administration
• Computer proficiency with strong knowledge of MS Word, Excel and Power Point. Ability to learn new and business specific, software programs as needed
• Proven analytical abilities
• Must be dedicated to the highest quality and customer satisfaction
  
  

Salary: $62,600 - $67,600 annually

The expected base salary for this position ranges from $62,600 to $67,600 annually. The actual base salary will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held. In addition to base salary and a competitive benefits package, this position may be eligible for additional types of compensation including discretionary bonuses and other short- and long-term incentives (e.g., deferred cash, equity, etc.).

Working Conditions: Normal working conditions with the absence of disagreeable elements

Note: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.