Assistant Facilities Manager

Job Title

Job Description Summary

The Assistant Facilities Manager is expected to demonstrate a proactive commitment to operational excellence, aligning daily responsibilities with the broader objectives of the client. This includes fostering a responsive and solutions-oriented approach to tenant needs, maintaining rigorous standards in environmental health and safety, and reinforcing quality assurance protocols. The role demands not only technical competence but also a composed, client-centric mindset-one that anticipates challenges and navigates them with precision and professionalism.

Job Description

Key Relationships

External relationships: this role will interact the client, client staff, and other client vendors.

Internal relationships: this role will interact with the Assistant and/or Chief Engineer and other C&W co-workers as well as the Facilities Manager.

Job Responsibilities

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Ensure the seamless execution of daily operations across the assigned facility or campus. This includes oversight of janitorial services, life-safety systems, engineering functions, site services, and general maintenance. All activities must align with Cushman & Wakefield policies and client mandates. Contracts are to be reviewed routinely, competitively bid as necessary, and invoices verified against contractual terms.
• Supervise all maintenance initiatives impacting the interior and exterior presentation and functionality of the property portfolio.
• Under the direction of the Facility Manager, respond with urgency and precision to service requests from building occupants. This includes maintenance, repairs, and cleaning, as well as the implementation of contractual programs designed to resolve recurring issues.
• Compile and maintain comprehensive documentation and reporting, ensuring accuracy and timeliness. This includes, but is not limited to: Property Information Book, Site Operating Manual, Emergency Procedures Manual, IIPP Manual, Compliance Logs (Local Code, ADA, OSHA), Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor COIs, As-Built Drawings, Paid Invoice Files, General and Contract Files, Annual Property Condition Reports, and Year-End Performance Reports.
• Prepare and manage budgets, financial statements (monthly and quarterly), contracts, expenditures, and purchase orders as directed.
• Support the development of capital budgets, contributing to a five-year strategic plan encompassing maintenance, facility enhancements, and cost optimization initiatives.
• Collect, analyze, and synthesize statistical data to provide a current and accurate assessment of facility performance against management objectives.
• Maintain fluency in the terms and obligations of the management contract, vendor agreements, and all other facility-related contracts.
• Monitor tenant and vendor compliance with insurance requirements and coordinate claims management as needed.
• Conduct proactive inspections of the facility, including systems, rooms, and common areas, and report findings to the Facility Manager with actionable recommendations.

KEY COMPETENCIES

Communication Proficiency (oral and written) Technical Proficiency Problem Solving and Analytical Acumen Leadership and Influence Team Collaboration Relationship Management Financial Stewardship

REQUIRED EDUCATION

• Associate’s degree in Facilities Management, Building Operations, Business, or a related discipline is required.
• Bachelor’s degree is preferred.

RELEVANT EXPERIENCE

• Minimum of 3-5 years of experience in commercial or industrial real estate, with a focus on facility management.
• Demonstrated expertise in maintenance, construction, engineering, and comprehensive property operations.
• Experience with CMMS/Work Order Management systems is preferred.

ADDITIONAL QUALIFICATIONS

• Industry certifications such as Certified Facility Manager (CFM), IFMA, or BOMA credentials are strongly recommended.
• Ability to interpret construction specifications and architectural blueprints.
• Proficiency in contract language and management agreements.
• Skilled in Building Management Systems (BMS) operation and monitoring.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong financial acumen, including budgeting, forecasting, and financial tracking.
• Familiarity with financial systems such as Yardi is a plus.

Physical Work Requirements

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions:

• Must be able to sit, stand, or walk for extended periods
• Frequent reaching, bending, and movement between buildings or outdoor areas
• Regular use of office equipment including phones, computers, scanners, and copy machines
• Ability to lift up to 40 pounds and support event or office setup tasks
• Visual and auditory acuity sufficient to read documents and communicate clearly

Scheduling

Most schedules work typical business hours based on location assigned. Based on client need, the role could be scheduled as the only maintenance staff member on duty during certain shifts; may be required to work extended periods of time without relief when responding to priority/emergency situations (including overtime type assignments); may require shift work and/or on-call duties and over time. Must be willing and able to support after-hours/weekends building-related activity as required. The role may be assigned and must be able to respond to client callbacks for regular repair and/or emergencies events.

Other Duties

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Conditions of employment

All offers of employment are contingent upon: Legal Documentation establishing identity and eligibility to be legally employed in the US/United States Citizenship, Drug Testing, Criminal background check, Clean DMV record (for related driving roles), Education verification, and Reference checks.

AAP/EEO STATEMENT

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

Cushman & Wakefield uses artificial intelligence (AI) tools to assist in screening and assessing applications. All hiring decisions are reviewed and confirmed by our recruitment team.This posting is for a new position.

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $40.87 - $48.08 CAD HourlyCushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to [email protected]. Please refer to the job title and job location when you contact us.Cushman & Wakefield s’engage à respecter l’équité en matière d’emploi. Notre objectif est d’offrir un milieu de travail diversifié, inclusif et exempt d’obstacles. Si vous êtes une personne handicapée et que vous avez besoin de recevoir l’offre d’emploi dans un autre format ou d’accéder à toute autre mesure d’adaptation au cours du processus d’embauche, veuillez soumettre votre demande par courriel à [email protected]. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.INCO: “Cushman & Wakefield”