Commercial Property Facilities Manager

Ciminelli Real Estate Services•Tallahassee, FL

2d•Onsite

About The Position

The Commercial Property Facilities Manager will maintain the efficient operation, physical condition, and overall integrity of commercial building systems and equipment across the assigned property portfolio. This is accomplished by providing the highest level of professional service while controlling expenses and minimizing risk to clients and the firm. This role ensures a safe, secure, and comfortable working environment for tenants, visitors, and staff. The Facilities Manager will perform assigned duties safely and may carry out additional responsibilities as directed by the VP of Property Services and Managing Director(s), including overseeing and coordinating on- and off-site commercial property management activities.

Requirements

Minimum of 5 years equivalent experience in the field of commercial property management or closely related industry.
Proficiency with Yardi One & Yardi Elevate, Microsoft Word, Excel, Outlook, Adobe Acrobat requested.
Extensive knowledge of building and energy management systems.
Valid Florida Driver’s License and automobile insurance coverage

Nice To Haves

Ability to handle stressful situations.
Calm yet capable in an emergency.
Willingness and ability to learn additional software packages as required.
Ability to establish strong interpersonal relationships with team members.
Professional demeanor.

Responsibilities

Work effectively in a fast-paced environment, meet deadlines, and perform under pressure.
Communicate professionally and courteously with employees, tenants, owners, vendors, and the public.
Respond promptly to questions, concerns, and requests.
Keep supervisors informed of progress, issues, and recommendations.
Coordinate and collaborate with internal departments, including Marketing and Leasing.
Ensure all operations comply with company policies and applicable laws (OSHA, ADA, Fair Housing, and state and federal regulations).
Monitor and track health, safety, legal, and insurance matters.
Investigate accidents, vandalism, and property damage; submit insurance claims as needed.
Maintain and implement a comprehensive safety program.
Conduct routine property inspections to ensure: Proper building operations, Code compliance, Tenant satisfaction, Curb appeal and cleanliness.
Oversee the operation and maintenance of all building systems and equipment.
Implement preventive maintenance programs per manufacturer specifications.
Maintain housekeeping standards across all property areas.
Manage energy efficiency programs to minimize operating costs.
Monitor weekly cash balances and ensure timely payment of: Mortgages, Taxes, Insurance premiums.
Coordinate funding with property owners when necessary.
Prepare and oversee monthly operational and financial reports.
Develop operating budgets and analyze expense reconciliations.
Ensure timely renewal of insurance policies.
Hire, train, supervise, and evaluate employees and vendors.
Schedule maintenance staff, including on-call rotations.
Assign and oversee service requests, preventive maintenance, and safety tasks.
Approve timesheets and manage staff performance.
Develop and mentor assistant building engineers.
Maintain professional standards and appearance across staff.
Maintain strong tenant and client relationships through responsive service.
Oversee tenant default processes and required communications.
Ensure high levels of tenant satisfaction.
Develop specifications, solicit bids, and negotiate vendor contracts.
Manage service agreements and ensure cost-effective procurement.
Oversee capital projects and tenant improvements.
Perform construction management and maintain accurate project records.
Ensure best value for goods and services.
Train staff, tenants, and vendors on system use.
Maintain internal communication systems (IT, phones, equipment).
Ensure meeting agendas, task lists, and calendars are up to date.
Prepare reports, proposals, and operational documents.
Participate in meetings, training sessions, and professional development opportunities.
Stay current with industry trends and company goals.
Support policy development, capital planning, and business initiatives.
Ensure accurate reporting, including findings and recommendations.
Maintain flexibility to perform additional duties as assigned.
Lead by example to promote professionalism and efficiency.
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include supervising and directing facilities personnel, interviewing, hiring and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Must be knowledgeable of pertinent laws and EPA and OSHA regulations governing proper storage and management of hazardous materials, including solvents, flammables and caustics.
Constantly be aware of the condition of the property throughout the portfolio and immediately initiates action to correct unsafe conditions such as broken steps, open holes, broken/burned out exterior lights, missing fire extinguishers.
Schedules routine preventive maintenance on all appropriate equipment.
Inspects and maintains all tools in excellent condition.
Be aware of location and safe operation of all health/life/safety equipment including but not limited to utility meter cut-offs, and fixture cut-offs, sewer cleanouts, interior and exterior lighting, lightning arresting systems, lift stations, fire panels, fire sprinklers, and security systems.
Performs work area clean-up and safety-related duties.
Insures that storage areas, mechanical and roof access hatches remain locked when not in use.
Frequent need to utilize personal or company transportation to inspect the physical integrity of the property(s), supervise building engineers, pick up replacement parts and supplies from vendors.
Rotation “on-call” status may occasionally require expedient travel to assigned property at moment’s notice.