Associate Facility Manager (R&M)

Leo Facilities Maintenance•Paramus, NJ

About The Position

The Associate Facility Manager offers independent contributions to responding to multiple client inquiries; work order updates; and extensive follow-ups. It supports proposal creation, dispatches, scope development, and job follow-ups while providing updates directly to their clients. This position requires organizational skills, attention to detail and a cooperative approach with in/external personnel.

Requirements

3+ years in Customer Service or any equivalent combination of training and experience
Prior experience in a Work Management System
Experience in facilities or property management

Nice To Haves

2 years of retail facilities management experience
Strong organizational skills
Attention to detail
Possess friendly disposition
Adaptable and able to work in a fast-paced environment.
Demonstrates attention to detail and accuracy.
Possess excellent time management skills.
Ability to multi-task
Problem resolution skills
Display professional written and verbal communication skills
Self-motivating
Approachable

Responsibilities

Responsible for accepting R&M (repair and maintenance) work orders from assigned Client accounts.
Acts as a dispatch who follows up and oversees R&M projects from inception through completion, as needed to ensure Client service levels are maintained.
Sources vendors nationwide using an in-house database or internet search engines to fulfill work order needs at various job sites for routine maintenance, and priority services.
Obtains an assessment, pricing, &/or quotes for necessary repairs and obtains client approvals or communicates with corporate offices to request increases, client pricing, and bid submittals based on client protocol, to proceed as needed.
Assist the Facilities Manager (FM) with client’s work order verification and the acceptance process.
Verify scope of work at the store level.
Obtain price quotes from vendors.
Review and enter quotes into the system.
Match and assign the appropriate vendor for the work order per trade and client’s rate.
Ensure the timely dispatch of vendors; follow up with clients and vendors to ensure job completion.
Obtain lead times.
Facilitate and assist with any customer escalations as needed.
Assist FM in evaluating and reconciling vendor’s invoice.
Consistently follow up on the details of work orders from inception to completion.
Update status and details of all work orders as appropriate for jobs life cycle in work order management system that includes but is not limited to: Scope Confirmation, Location Contact/Communication, Job ETA, Technician Arrival, Work Completed, Additional Work Needed, Cost Updates, 3rd Party Communication, FM Team Updates, Job Completion Confirmation, and Return Trip Information.
Navigate and provide updates as needed in any third-party client systems as needed.
Dispatch work order assignments (Emergency & 24 Hours) as needed.
Follow up on all new calls (After-Hours & Weekend Service).
Other duties as required or assigned.