Assistant Facilities Manager

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

The Assistant Facilities Manager will take on diverse and complex responsibilities in a high-profile, fast-paced environment to ensure the organization’s overall objectives are achieved. Reporting to the Sr. Manager of Mainland Facilities, this role will lead daily operational support for maintenance and engineering teams across all family-owned Mainland properties. Key responsibilities include supporting operational initiatives, technical projects, and the development of best practices in facilities management. The ideal candidate will demonstrate strong judgment, independence, and initiative, with exceptional attention to detail, discretion in handling confidential information, and effective communication skills. Proficiency in personnel management, technical problem-solving, and time management is essential. In addition, familiarity with landscaping and grounds maintenance is required to ensure holistic oversight of all property operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist in planning, coordinating, and executing preventive and corrective maintenance programs across all family-owned Mainland properties, with a focus on reliability, safety, and compliance.
• Manage the Facilities Technician team calendar and workload, ensuring proper oversight of Mechanical, Electrical, Plumbing, Fire/Life Safety, BMS, and related systems.
• Monitor and support service vendor contracts, including scheduling, equipment procurement, invoicing, and documentation.
• Develop, document, and maintain Standard Operating Procedures (SOPs), as-builts, and submittals while guiding the team in implementing industry best practices across maintenance activities, service requests, work orders, and MEP systems.
• Oversee the use and adoption of Computerized Maintenance Management Systems (CMMS) and other facilities software tools to improve tracking, reporting, and decision-making.
• Provide training, mentorship, and performance feedback to facilities technicians, fostering professional growth and alignment with organizational goals.
• Serve as a key point of contact for escalated facilities issues, exercising sound judgment and maintaining professionalism and confidentiality.
• Support special projects, renovations, and capital improvements, collaborating with cross-functional teams to ensure scope, schedule, and budget objectives are achieved.
• Respond to emergencies and support after-hours building needs as required.
• Prepare and deliver summary reports on property conditions, including root cause analyses and recommended corrective actions.
• Review and interpret equipment sequences of operation, BMS systems, fire/life safety systems, and other building technologies.
• Ensure compliance with all applicable codes, regulations, and safety standards while promoting a culture of accountability and continuous improvement.
• Conduct regular inspections of buildings, landscaping, and grounds, ensuring timely repairs, proper upkeep, and the application of best practices in grounds care, irrigation management, and sustainable landscaping.
• Provide oversight of short-term facilities projects and collaborate closely with property operations to ensure seamless service delivery.
• Identify and implement improvements to procedures that increase efficiency and reduce operating expenses.
• Oversee proper waste disposal and groundskeeping practices in compliance with city, facility, and community requirements.
• Work safely and enforce compliance with federal, state, and local regulations as well as company policies.
• Perform other duties as assigned.

EDUCATION REQUIREMENTS

• Bachelor’s degree in Facilities Management, Engineering, Construction Management, Business Administration, or a related field preferred.
• An Associate’s degree or equivalent technical training in Mechanical, Electrical, Plumbing, or Facilities Technology combined with relevant professional experience may be considered in lieu of a bachelor’s degree.
• Professional certifications such as CFM (Certified Facility Manager), FMP (Facilities Management Professional), or LEED Accreditation are highly desirable.

SKILLS & WORK REQUIREMENTS

• 5+ years of hands-on experience in the facilities or related industry
• Ability to work independently and in a team setting
• Working knowledge of mechanical, electrical, plumbing and building repair
• Excellent communication and organizational skills
• Ability to lift and move 50 lbs
• Good physical condition, stamina, and dexterity
• Valid driver's license and clean driving record
• Trustworthiness and integrity, always acting in the best interest of the owners
• Respect for, and emphasis on, confidentiality and privacy with regard to the family’s private life
• Able to occasionally travel for work, up to 40%

PHYSICAL DEMANDS & WORK CONDITIONS

• Bending, stooping, reaching, and handling a variety of hand, testing, and power tools 
• Working in cramped spaces, on step stools and ladders 
• Pushing, pulling, and lifting to 50 pounds, carrying a variety of tools, equipment, and materials 
• Works in a variety of indoor and outdoor environments in a variety of weather conditions, including driving in snow and rain conditions
• Reliable vehicle to get to and from work or other reliable transportation 

COMPETENCIES

• Communication: Communicates clearly and concisely, both written and verbal.  Able to communicate insights and understanding of issues or problems in a skillful way.  Communicates important information to coworkers, supervisors, and managers. 
• Trustworthiness and integrity, always acting in the best interests of the owner
• Ability to work independently and in a team setting.
• Critical Thinking: Asks the right questions to obtain the information needed to size up a situation properly.  Anticipates and responds to problems quickly.  Finds ways to get projects accomplished efficiently.  Positively impacts the team by managing time effectively.
• Dependable
• Attention to detail: The ability to listen to, and understand information and ideas presented through spoken words and sentences.
• Takes initiative
• Works well under time constraints
• Proactive: Goes above and beyond what needs to be done.  Has the confidence to initiate action independently; addresses unexpected problems or opportunities without prompting

Team Player: Connects with coworkers, leaders, and external vendors in an effective manner.  Considers how his/her actions affect other groups or team members.  Models a spirit of cooperation with other members of the work group.  Works effectively and cooperatively across groups.

We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate.  We encourage applicants from all ages and backgrounds.