Building Management Assistant Jobs in Mount Prospect, IL

Job Title

Assistant Facilities Manager

Job Description Summary

Under the supervision of the Facilities Manager, the Senior Assistant Facilities Manager is responsible for assisting in all areas defined as part of the Facility Manager position. This is an assistant management position that will directly and indirectly supervise interact with individuals, building staff, operations/engineering, and coordinate across the facilities organization at a specific location,. The Senior Assistant Facilities Manager drives implementation of company best practices in alignment with client goals and objectives to deliver a well-managed and maintained building.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
• Manage the building staff in absence of the Facility Manager or Senior Facility Manager. Includes all managerial functions, which are included in the Facility Manager and Senior Facility Manager job descriptions or directed by the manager.
• Responsible for the day-to-day operations of the facility(s) or campus, including janitorial, life-safety, engineering, site services, and general maintenance are implemented and carried out in a manner consistent with C&W policies and client directives.
• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of the properties.

• Primary contact for processing  all badging requests for new/terminated employees, troubleshooting and auditing, working with Landlord Security department and client database.

• Support Regional Manager and Senior FM needs and coordinate initiatives from the COE as directed.• Respond promptly to requests for building maintenance, repairs, cleaning needs, etc. from building occupants and for the implementation of ongoing contract programs to address and resolve needs and problems.  Includes monitoring of client work order requests, routing to appropriate departments/vendors, ensuring requests are responded to and completed in a timely and satisfactory manner. 

• Compile information necessary to ensure all site-specific documentation and reports are completed accurately and on time, including (and as applicable): Property Information Book, Site Operating Manual, Emergency Procedures Manual, IIPP Manual, Local Code Compliance Log, ADA Compliance Log, OSHA Log, Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, As-built Drawings, IIPP Manual, Paid Invoices File, General Files, Contract Files, Annual Property Conditions and Year- end Performance Report and other reports and documentation as required.
• Assist in Preparation of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(s) or complex as directed.
• Provide information and reports necessary for the development of capital budgets for the facility and region. This includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction initiatives.
• Collect, analyze, and prepare reports of such statistical data as may be required to provide accurate and current assessment of facility management objectives across the region.
• Draft and distribute monthly newsletter to onsite employees, featuring upcoming events, process changes, and general building/office updates.

• Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims as required.
• Proactively inspect the facility, systems, rooms, common areas, etc. and report back any findings or issues to the Facility Manager.

• Provide additional point of contact for Building Property Management Office.  Participate in monthly Landlord meetings.  Field and coordinate requests from client requiring LL approval.  Assist in hold Landlord accountable for Lease required services and deliverables. 
KEY COMPETENCIES
1. Communication Proficiency (oral and written)
2. Technical Proficiency
3. Problem Solving/Analysis
4. Teamwork Orientation
5. Relationship Management
6. Financial Acumen
7. Vendor Relationships
IMPORTANT EDUCATION
• Associate’s degree in facilities management, building, business or other related field required
• Bachelor’s degree preferred
IMPORTANT EXPERIENCE
• Minimum 3 years’ relevant experience, preferably in commercial or industrial real estate with facility management experience required
•
• Experience in maintenance, construction, engineering, and all facets of property operation and building management is a plus.
• CMMS/Work Order Management experience is preferred
ADDITIONAL ELIGIBILITY QUALIFICATIONS
• Ability to read and understand construction specifications and blueprints is a plus.
• Proficient in understanding management agreements and contract language is a plus.
• Some knowledge of Building Management Systems maintenance and monitoring

• Certified Facility Manager (CFM), International Facilities Management Association (IFMA), Building Owners and Managers Association (BOMA) industry certifications recommended; other Engineering, Business, or technical training or certifications a plus
• Excellent computer and systems knowledge; strong literacy in Microsoft Office Suite (MS Word, Excel, PowerPoint)
• Basic comprehension of financial management including financial tracking, budgeting and forecasting
WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. May be required to travel outside between properties in varying weather conditions.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 50-75% of the time; and extend hands and arms in any direction.
AAP/EEO STATEMENT
C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.
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.
Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.

Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative​ Action employer. All qualified applicants will receive consideration for employment without  regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield”