Assistant Facilities Manager
Position: Assistant Facilities Manager
Start Date: Immediate
Type: Full Time
Location: Denver, CO
Compensation: Salary to commensurate with experience
General Overview
Under the supervision of the Facilities Manager, the Assistant Facilities Manager is responsible for assisting in all areas defined as a part of the Facilities Manager job description. This is a management role that will directly and indirectly supervise individuals, building staff, operations, and coordinate the various functions. Primary responsibilities include ensuring client facilities and properties are maintained in accordance with client standards and requirements, and customer satisfaction.
Duties &
Responsibilities:
The Assistant Facilities Manager should be capable of managing the building staff/community in the absence of the Facilities Manager. This includes being able to perform all managerial functions which are included in the Facilities Manager's job description, or as directed by the Client or Facilities Manager.
Potential duties are as follows and are dependent on the type, size, and complexity of the building(s) or facility managed.
General Duties
Responsible for all building correspondence to and from owners, tenants, vendors and management.
Maintain building office files.
Produce and monitor purchase orders for non-contract materials or services ordered.
Create and update Lease Summaries for each tenant.
Maintain and monitor work order system. Enter and dispatch Service Requests, follow-up with staff or vendor to ensure completion.
Assist Facilities Manager with the preparation and dissemination of monthly client and building reporting.
Maintain client databases.
Update and maintain all office procedures in Standard Operating Procedures Manual.
Update Certificate of Insurance for all vendors. Request new or renewed certificates as required.
Maintain Critical Dates report which lists all lease expirations, options, rent increase dates, etc.
Maintain report of electrical costs on a portfolio basis.
Process Incident Reports when appropriate.
Financial
Responsible for accounts payable and receivables related to clients real estate portfolio, including processing tenant billings and receipts.
Assist with property administration, including entry and maintenance of tenant, lease and property administrative and financial information.
Assist with maintenance of general ledger and month end close.
Assist with preparation of annual facilities operating budget, quarterly budget vs. actuals variance analysis and annual operating expense reconciliation.
Assist with fulfilling client periodic performance and general reporting requirements including annual 1099 forms and sales and use tax.
Client Relations
Responsible for day-to-day client calls.
Coordinate Fire/Life Safety Procedures training for employees and building occupants.
Custodial Supervision
May oversee work by custodial service or crew.
Coordinate all special projects handled by custodial crew.
Relay complaints, problems, special cleaning projects, etc. to custodial lead.
Conduct weekly inspections with custodial Supervisor.
Capital Project Supervision
May oversee capital project work and alterations to occupied spaces.
Coordinate escorts and access to building for contractors.
With Facilities Manager, conduct final walk-through and punch list on new construction and alterations. Follow up on completion of punch list items.
Maintain project file to include, contracts, plans, lien waivers, budget tracking sheets, etc.
Desired Skills and Experience
B.A. Degree; preferred.
A minimum of 1-3 years working in real estate with office facilities management experience preferred.
Working knowledge and experience in financial accounting in commercial real estate, financial reporting and budgeting necessary.
Ability to read, interpret and fully understand leases, and related documents; must be able to abstract a lease terms, conditions and modifications into the accounting system.
Hands-on familiarity with capital projects, and construction projects; ability to plan, organize and coordinate multiple projects, ability to read and understand construction specifications and blueprints.
Strong literacy in MS Word and Excel.
Highly organized and skilled with time management.Excellent written and oral communication skills
Strong customer service/client relation skill required
Salary
Salary to commensurate with experience
Estimated Salary: $20 to $28 per hour based on qualifications.
Start Date: Immediate
Type: Full Time
Location: Denver, CO
Compensation: Salary to commensurate with experience
General Overview
Under the supervision of the Facilities Manager, the Assistant Facilities Manager is responsible for assisting in all areas defined as a part of the Facilities Manager job description. This is a management role that will directly and indirectly supervise individuals, building staff, operations, and coordinate the various functions. Primary responsibilities include ensuring client facilities and properties are maintained in accordance with client standards and requirements, and customer satisfaction.
Duties &
Responsibilities:
The Assistant Facilities Manager should be capable of managing the building staff/community in the absence of the Facilities Manager. This includes being able to perform all managerial functions which are included in the Facilities Manager's job description, or as directed by the Client or Facilities Manager.
Potential duties are as follows and are dependent on the type, size, and complexity of the building(s) or facility managed.
General Duties
Responsible for all building correspondence to and from owners, tenants, vendors and management.
Maintain building office files.
Produce and monitor purchase orders for non-contract materials or services ordered.
Create and update Lease Summaries for each tenant.
Maintain and monitor work order system. Enter and dispatch Service Requests, follow-up with staff or vendor to ensure completion.
Assist Facilities Manager with the preparation and dissemination of monthly client and building reporting.
Maintain client databases.
Update and maintain all office procedures in Standard Operating Procedures Manual.
Update Certificate of Insurance for all vendors. Request new or renewed certificates as required.
Maintain Critical Dates report which lists all lease expirations, options, rent increase dates, etc.
Maintain report of electrical costs on a portfolio basis.
Process Incident Reports when appropriate.
Financial
Responsible for accounts payable and receivables related to clients real estate portfolio, including processing tenant billings and receipts.
Assist with property administration, including entry and maintenance of tenant, lease and property administrative and financial information.
Assist with maintenance of general ledger and month end close.
Assist with preparation of annual facilities operating budget, quarterly budget vs. actuals variance analysis and annual operating expense reconciliation.
Assist with fulfilling client periodic performance and general reporting requirements including annual 1099 forms and sales and use tax.
Client Relations
Responsible for day-to-day client calls.
Coordinate Fire/Life Safety Procedures training for employees and building occupants.
Custodial Supervision
May oversee work by custodial service or crew.
Coordinate all special projects handled by custodial crew.
Relay complaints, problems, special cleaning projects, etc. to custodial lead.
Conduct weekly inspections with custodial Supervisor.
Capital Project Supervision
May oversee capital project work and alterations to occupied spaces.
Coordinate escorts and access to building for contractors.
With Facilities Manager, conduct final walk-through and punch list on new construction and alterations. Follow up on completion of punch list items.
Maintain project file to include, contracts, plans, lien waivers, budget tracking sheets, etc.
Desired Skills and Experience
B.A. Degree; preferred.
A minimum of 1-3 years working in real estate with office facilities management experience preferred.
Working knowledge and experience in financial accounting in commercial real estate, financial reporting and budgeting necessary.
Ability to read, interpret and fully understand leases, and related documents; must be able to abstract a lease terms, conditions and modifications into the accounting system.
Hands-on familiarity with capital projects, and construction projects; ability to plan, organize and coordinate multiple projects, ability to read and understand construction specifications and blueprints.
Strong literacy in MS Word and Excel.
Highly organized and skilled with time management.Excellent written and oral communication skills
Strong customer service/client relation skill required
Salary
Salary to commensurate with experience
Estimated Salary: $20 to $28 per hour based on qualifications.
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