Assistant Facilities Manager

The Villages•Wildwood, FL

14d•Onsite

About The Position

Within the spirit of “Making People’s Dreams Come True”, this position is responsible for receiving direction from senior management. Responsible for providing support for programmatic goals and objectives through performance of assigned tasks. This position is also responsible for performing tasks and assignments, working independently, developing subject knowledge and exercising judgement and initiative. Receives work assignments in terms of team objectives, and specific tasks in terms of individual and collective priorities and deadlines. Work is reviewed for individual technical accuracy, compliance to program objectives, budget management, and timely independent task execution. Responsible for 100% of allocated portfolio budget and assigned a specific portfolio of properties not weighted above 1.25. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.

Requirements

Minimum of two (2) years related experience and/or training; or equivalent combination of education and experience required.
Must possess working knowledge of commercial building systems, including but not limited to HVAC, plumbing, electrical, and life safety.
Must have strong working knowledge and use of Microsoft Office software including Word, Excel, and Outlook, as well as, excellent written and oral communication skills.
This position is subjected to The Villages Vehicle Safety Program and its policies as it requires the use of personal vehicles for company business.
A Valid Driver's License with a record acceptable to company standards is required for this position.

Nice To Haves

Bachelor's degree in Facility Management or Construction Management preferred.

Responsibilities

Monitor established repair/maintenance programs for all operational aspects of the building systems, including but not limited to structural, electrical, mechanical and life safety.
Manage vendors/contractors in the implementation of preventative maintenance programs for all building systems.
Establish effective communication of work priorities with contractors and tenants to implement and ensure procedures that will prevent and/or correct issues with designated time frames, standards, or budget constraints.
Conduct monthly, quarterly, and annual building and property inspections; complete inspections within specified pre-determined inspection schedules; submit thorough inspection reports that meet the process expectations and help to maintain asset integrity.
Identify, analyze, and resolve building and property issues.
Respond to Tenant Service Requests and submit FM Service Requests as needed to address facility maintenance concerns; communicate with appropriate vendor/contractors for response as needed.
Analyze and resolve warranty issues with vendors/contractors as needed; escalate on-going or non-compliance issues to Facilities Engineer for review and direction.
Inspect installations and repairs and monitor progress to ensure contractor conformance to established specifications.
Monitor and review the work of contracted service vendors to ensure contractual compliance; report any on-going concerns to Facilities Engineer.
Compile specs, prints, and create all supporting documentation for the preparation and submittal of contract request forms for competitive bid and/or recommended direct-source maintenance contracts; make recommendations regarding the need for contracted services.
Manage demands for work (POs, RPOs, Contracts) to ensure POs meet status appropriately, RPOs are issued and cancelled as needed, and contracts are addressed within 120 days of expiration.
Thoroughly review and provide first level or approval, or decline, vendor invoices for delivered services.
Maintain ongoing communications with contractors, tenants, team members, and leadership; communicate with tenants in terms of scope of work and estimated timeline of services/response to maintenance requests.
Participation in on-call rotation schedule for after hours and weekend response to CPM-wide facility, tenant, and resident maintenance issues
Must always be available for emergencies as directed; this may include on-site work after normal business hours, on weekends, or on observed holidays to support project schedules, on-call schedule, or unanticipated facility needs.
All other duties as assigned.