Assistant Manager - Soft Services

Description

• Assist in the monitoring and assessment of vendor performance
• Coordinate special events in support of client
• Request, review, and submit work orders, bids, and proposals from vendors
• Assist with measuring and reporting key performance indicators against service level agreements
• Manage service and performance of vendors and landlords for timely completion of jobs
• Follow protocol for effective building-specific maintenance and safety procedures
• Provide process and procedures training and direction to new associates
• Manage complex work orders such as environmental issues and disaster recovery
• Coordinate with outside contractors for the service and repairs of equipment
• Provide general overall facility management services, including continuous monitoring of office/facility
• Maintain on-going communication with contractors, client, and team
• Verify final invoice pricing and process payments in a timely manner
• Train vendors on work order and billing procedures
• Report on open and closed work orders and check the status of open work orders with the assigned party
• Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action
• Create and record appropriate written communication between all parties
• Follow up with clients to ensure customer satisfaction
• Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work product
• Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates
• Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery
• Assist with site inspection within the assigned building portfolio
• Schedule and document maintenance and repairs on building equipment
• Create work orders and assign work orders to the engineering staff, subcontractors, and vendors

Requirements

• A minimum of 1 year of work experience in an administrative, accounting or tenant services capacity
• Proficient in understanding management agreements and contract language
• Sense of Urgency
• Time Management Skills
• Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications
• Communication Proficiency (oral and written)
• Financial Knowledge
• Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred
• Working knowledge of computer software programs and base building systems
• Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes
• Detail Oriented
• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint)
• Demonstrated ability to exercise good judgment
• Remain knowledgeable regarding all operational aspects of building systems
• Previous customer service experience
• Excellent interpersonal skills
• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends
• High school diploma or a General Equivalency Diploma (GED) required
• Associates or Bachelors degree in facilities management, building, business or other related field preferred

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance