Assistant Facilities Manager

Hines•New York, NY

2d•$92,400 - $127,050

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 with Hines, you will act in a supporting role for a client's operations, take ownership of certain elements of the facilities operations scope of work, run projects, and provide response and coordination of resolution for specific requests.

Requirements

Bachelor’s degree from an accredited institution preferred or equivalent years of direct experience required.
Must be able to work independently, multi-task and to prioritize work requests.
Two or more years of commercial high-rise, campus environment, and/or property facility management experience required.
Excellent interpersonal, and analytical skills required.
Excellent written and oral communications skills.
Strong computer and systems knowledge.
Positive attitude, flexibility with work assignments and excellent customer service disposition required.

Nice To Haves

Experience with leasing, construction, engineering and all facets of property operations and facilities management is preferred.
Experience with critical system environments is desired.
Understanding of general accounting and financing is a plus. Experience and working knowledge of account payables, receivables, budgets, and expenditure control is also desired.

Responsibilities

Management of client Facilities Service Center. Handles day-to-day operations and acts as the first point of contact for client service calls, requests and Facility related issues.
Manage the relationships with key internal and external vendor partners (Engineers, Vendors, Contractors etc...).
Review and issue all proposals before sending to BOCNY management for obtaining purchase orders.
Manage Prism work request submissions, tracking and reporting.
Organize leadership requests and see it through.
In the absence of the site Facilities Manager, perform additional duties as assigned by client and Senior Facilities management.
Conduct market research and compare costs and benefits when evaluating new vendors to present to client management team.
Maintain a personal daily to-do list to assist with keeping track of all pending items.
Assist with billing, invoicing, and other client charges in compliance with facility service agreements.
Responsible for obtaining and filing tenant and vendor insurance certificates, maintaining client and vendor contact lists, emergency contact lists, issuing and updating building card access list, and maintaining other records and files pertinent to client and vendors.
Vendor walkthroughs to proactively assess repair needs.
Daily Commissioning walkthrough.
Gather weekly highlights for review w/site manager.
Monitor all periodicals (i.e. cleaning, kitchen/appliance maintenance).
Complete assigned site inspections.
Monitor and manage contracts and compliance.
Coordination and preparation of monthly critical systems reporting by Engineering.
Ensure billing and invoicing are in order. Assist w/monthly variance budget reporting and provide to Senior Facility Manager.
Oversee Prism monthly, quarterly, and annual reporting.
Meet with key client managers for walkthrough, i.e., EVP floors and coordinate response & repair of deficiencies and findings.
Complete assignments accordingly and present to senior leadership.
Coordination of fire safety meetings and drills, updating and maintaining emergency manuals, maintaining CPR/AED training records, and retention of forms and certificates.
Review vendor contract and COI renewal and expirations.
Coordinate vendor schedules, meetings, onsite provisions.
Prepare and distribute client facility communications.
Support client billing team with efforts to code, approve, and pay invoices according to terms of contract.
Work with client sourcing team to complete on-boarding process for new vendors.
Manage on-going projects.
Take ownership of spaces/floors and coordinate walkthroughs.