Assistant Facilities Manager

Job Title

Assistant Facilities Manager

Job Description Summary

• Under the strategic direction of the Facilities Manager, the Assistant Facilities Manager plays a pivotal role in ensuring the seamless operation of a designated facility while also preserving an exceptional day-to-day workplace experience for employees, clients, guests, and vendors. This role blends operational leadership with front-of-house responsibility, requiring a professional who can execute established policies, procedures, and service programs while serving as a visible ambassador for the site.
• The Assistant Facilities Manager is expected to demonstrate a proactive commitment to operational excellence, aligning daily responsibilities with the broader objectives of the client. In addition to supporting the safety, functionality, and integrity of the physical workplace, this individual helps create a welcoming, responsive, and high-quality experience for all who interact with the site. The role calls for someone who is solutions-oriented, highly organized, and client-centered, with the ability to anticipate needs, uphold service standards, and navigate both operational demands and interpersonal interactions with professionalism and care. Job Description

Key Relationships

• External relationships: this role will interact with the client, client staff, and other client vendors.
• Internal relationships: this role will interact with the Facilities Manager and other C&W co-workers.

Job Responsibilities

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• •Ensure the seamless execution of daily operations across the assigned facility or campus, including oversight of janitorial services, life-safety systems, engineering functions, site services, general maintenance, and front-of-house operations, in alignment with Cushman & Wakefield policies and client expectations.
• •Support a smooth and professional employee, guest, and visitor experience by communicating clearly, warmly, and effectively in both oral and written interactions.
• •Maintain appropriate front-of-house coverage during business hours, ensuring on-site support is consistently available to assist employees, guests, vendors, and other site visitors.
• •Respond with urgency and professionalism to service requests from building occupants, including maintenance, repairs, cleaning, visitor support, and workplace service needs.
• •Oversee the condition, presentation, and functionality of interior and exterior spaces, including proactive identification of issues and coordination of work orders or corrective action.
• •Perform and oversee general workplace and office support functions as needed, including mail distribution, outgoing shipments, wayfinding assistance, office tours, lost and found, luggage management, and other site logistics.
• •Welcome visitors professionally, maintain visitor logs, ensure connection with hosts, and uphold all site safety and security protocols in collaboration with Security and other key partners.
• •Supervise maintenance and operational initiatives impacting the overall functionality, safety, and appearance of the property or campus.
• •Review service contracts routinely, coordinate competitive bidding as needed, and verify invoices for accuracy and compliance with contractual terms.
• •Compile, maintain, and organize all required facility documentation and reporting, including operational playbooks, emergency procedures, compliance logs, vendor COIs, purchase order logs, as-built drawings, contract files, invoice files, and property condition reports.
• •Assist in the development and ongoing management of site budgets, financial statements, contracts, expenditures, and purchase orders, while supporting long-range capital planning and cost optimization efforts.
• •Collect, analyze, and report facility performance data to support management objectives, operational decision-making, and continuous improvement.
• •Monitor tenant and vendor compliance with insurance and contractual requirements, and coordinate claims-related activity when needed.
• •Conduct routine inspections of facility systems, common areas, and workplace spaces, and provide actionable recommendations to the Facilities Manager.
• •Learn and apply required software, workplace technology, tools, and equipment necessary to perform responsibilities effectively.
• •Assist with special projects and additional duties as assigned.

KEY COMPETENCIES

Communication Proficiency (oral and written) Technical Proficiency Problem Solving and Analytical Acumen Leadership and Influence Team Collaboration Relationship Management Financial Stewardship

REQUIRED EDUCATION

• •Associate’s degree in Facilities Management, Building Operations, Business, or related discipline is required; relevant on-the-job experience in facilities or workplace operations may be considered in lieu of formal education.
• •Bachelor’s degree is preferred.

RELEVANT EXPERIENCE

• •Minimum of 3–5 years of experience in commercial or industrial real estate, facilities management, building operations, or a related field.
• •Demonstrated experience supporting core facility operations, including maintenance, construction coordination, engineering support, vendor management, and day-to-day property operations.
• •Experience overseeing or partnering across soft services, workplace services, hospitality, and employee or guest-facing operations within a professional environment is preferred.
• •Experience supporting operations in secure space environments is preferred.
• •Experience with CMMS/Work Order Management systems is preferred.

ADDITIONAL QUALIFICATIONS

• •Working knowledge of purchase orders, service contracts, and vendor-supported facility operations is required.
• •Experience operating and monitoring Building Management Systems (BMS) is strongly preferred.
• •Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, is required.
• •Ability to interpret construction specifications and architectural blueprints is preferred.
• •Exposure to budgeting, forecasting, financial tracking, or other financial management responsibilities within a facilities environment is preferred.
• •Familiarity with financial systems such as Yardi is a plus.

• Physical Work Requirements
• The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential job functions:

• •Must be able to sit, stand, or walk for extended periods
• •Frequent reaching, bending, and movement between buildings or outdoor areas
• •Regular use of office equipment including phones, computers, scanners, and copy machines
• •Ability to lift up to 40 pounds and support event or office setup tasks
• •Visual and auditory acuity sufficient to read documents and communicate clearly

• Scheduling
• Most schedules work typical business hours based on location assigned. Based on client need, the role could be scheduled as the only maintenance staff member on duty during certain shifts; may be required to work extended periods of time without relief when responding to priority/emergency situations (including overtime type assignments); may require shift work and/or on-call duties and over time. Must be willing and able to support after-hours/weekends building-related activity as required. The role may be assigned and must be able to respond to client callbacks for regular repair and/or emergencies events.

• Other Duties
• This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

• Conditions of employment
• All offers of employment are contingent upon: Legal Documentation establishing identity and eligibility to be legally employed in the US/United States Citizenship, Dru