Assistant Facilities Manager

Hines•Oklahoma City, OK

4d•Onsite

About The Position

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines. As an Assistant Facilities Manager (AFM) at Hines, you play a critical role in facilities operations by ensuring spaces are well maintained and meet the needs of occupants. The AFM is responsible for implementing and executing programs associated with daily operations, site inspections, and oversight of our managed vendors. Their goal is to maintain a safe and healthy environment while providing boutique level hospitality. Responsibilities include, but are not limited to: Operations management Oversees and/or coordinates maintenance and repair work. Ensures proper response to work requests. Performs facilities inspections. Manage the physical space and daily operations for assigned site(s). Coordinate projects, complex requests, and multi-trade work orders. Plan and coordinate installation and maintenance of assets housed within assigned site(s). Assist with collecting and analyzing operational data to provide accurate reporting and insights for services, work order productivity, cost savings, and improvements. Administer the materials and supply management processes. Manage relationship as assigned, including property managers and other key stakeholders. Support on-site special events and programs as needed. Vendor management Coordinate work schedules with vendors partners. Manage Warranty Service Requests and ensure completion of work. Ensure proper insurance certificates are on file for all vendors working on site. Serve as the primary on-site point of contact for vendors and escort vendors to work locations. Perform quality assurance for vendor-performed work. Work and knowledge management Ensure site documentation and records are maintained and up to date. Communicate regularly with customers regarding status updates and service requests ensuring that all requests are handled promptly, and services are tailored to the individual. Resolve assigned work orders including follow-up with customers as appropriate. Assist with data extraction, interpretation, and reporting on site activity. Ensure space plans and seating assignments are updated and accurate.

Requirements

High school diploma required.
Two years of relevant work experience in a professional office environment.
Interact with employees, visitors and contractors with poise and diplomacy.
Ensure the property is well-maintained and aesthetically pleasing.
Solution-oriented with strong organization, analytical and project management skills.
Maintain composure and professionalism at all times.
Excellent interpersonal, verbal, and written communication skills utilizing property punctuation, grammar, diction, and style.
Takes initiative and is a proactive leader always focused on continued improvement.
Possess initiative to assume additional responsibilities.
Set priorities and meet deadlines.
Assist in managing the property’s financial activities.
Advanced competence with a variety of software including MS Word, MS Excel, MS Outlook, and other requested software programs.
Perform basic business math such as compute discount, interest, percentage, and profit/loss.
Work indoors approximately 90% of the time and outdoors 10% of the time.
Perform physical inspections of the property which may include climbing up and down stairs or accessing restrictive openings.
Ability to lift 25lbs.
During on call rotation, be accessible 24 hours a day in case of emergency and perform on-site operations management during disasters.
Work overtime as business needs deem appropriate.

Nice To Haves

Bachelor’s degree in business administration or related field from an accredited institution preferred.
Supervisory experience strongly preferred.
Successful completion of the Hines Property Management Training Program or equivalent real estate knowledge.

Responsibilities

Oversees and/or coordinates maintenance and repair work.
Ensures proper response to work requests.
Performs facilities inspections.
Manage the physical space and daily operations for assigned site(s).
Coordinate projects, complex requests, and multi-trade work orders.
Plan and coordinate installation and maintenance of assets housed within assigned site(s).
Assist with collecting and analyzing operational data to provide accurate reporting and insights for services, work order productivity, cost savings, and improvements.
Administer the materials and supply management processes.
Manage relationship as assigned, including property managers and other key stakeholders.
Support on-site special events and programs as needed.
Coordinate work schedules with vendors partners.
Manage Warranty Service Requests and ensure completion of work.
Ensure proper insurance certificates are on file for all vendors working on site.
Serve as the primary on-site point of contact for vendors and escort vendors to work locations.
Perform quality assurance for vendor-performed work.
Ensure site documentation and records are maintained and up to date.
Communicate regularly with customers regarding status updates and service requests ensuring that all requests are handled promptly, and services are tailored to the individual.
Resolve assigned work orders including follow-up with customers as appropriate.
Assist with data extraction, interpretation, and reporting on site activity.
Ensure space plans and seating assignments are updated and accurate.