Facilities Manager

Under the supervision of the Facilities Manager Director, the Remote Facilities Manager provides leadership and management to support the facilities organization for up to 500 remote office sites. The Facilities Manager is charged with the day-to-day implementation of policies, procedures, programs, and workplace services delivery that provides a well-managed and well-maintained property and buildings. An emphasis of this role is placed on a positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination with the client's goals and objectives. This position coordinates the activities, financials, vendors and manpower required for current and future needs of the building and operations.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Act in Facilities Manager capacity as needed
• Remote Site support, including escalation support for up to 500 remote office sites; partner with client legal team to address any lease discrepancies; reference related lease information in Costar system.
• Financial management duties including maintaining of list of projects (Capital & Operating Expense) for supported remote sites; prioritize projects for the year; review monthly drill down report and expenses. Ensure PO creations for vendors, invoices processed in a timely manner, and monitor related year-end invoice processing.
• Ensure the day-to-day operations of the facilities, including custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with C&W policies and client directives.
• Manage all contracts to ensure they are reviewed on a regular basis and are bid out as required; verify that invoices match contract pricing.
• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of the properties and purchase order system. [FAMIS360 and Coupa]
• Respond positively and promptly to requests from building tenants and occupants. Oversee the implementation of ongoing contract programs to constantly assess tenant and occupant needs and to ensure problems are being solved promptly to the mutual benefit of the tenant, client, and the properties in accordance with contract scope and Service Level Agreements (SLA’s)
• Ensure that all site-specific documentation and reports are completed accurately and on time, including (and as applicable): Property Information Book, Site Operating Manual, Emergency Procedures Manual, IIPP Manual, Local Code Compliance Log, ADA Compliance Log, OSHA Log, Safety Meeting Log, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, As-built Drawings, IIPP Manual, Paid Invoices File, General Files, Contract Files, Annual Property Conditions and Year-end Performance Report, and other reports and documentation, as required
• Prepare, review, and give initial approval and as needed all budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(ies) or complex.
• Coordinate the preparation and publication of the annual budget, quarterly reforecast, and business plans
• Assist in the development of budgets for the property. This includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction initiatives
• Collect, analyze and report statistical data as may be required to provide accurate and current assessment of facility management objectives
• Thoroughly familiar with the management contract and all requirements contained therein
• Monitor and ensure that tenants and vendors comply with insurance requirements and coordinate all claims, as required
• Back up other territory Remote Facility Managers and Corporate Campus Facility Manager role and responsibilities as needed while out of the office.

KEY COMPETENCIES

1. Communication Proficiency (oral and written)

2. Technical Proficiency

3. Problem Solving/Analysis

4. Leadership

5. Teamwork Orientation

6. Relationship Management

7. Financial Management

8. Drawing Proficiency with Architectural, Mechanical, Electrical and Plumbing

IMPORTANT EXPERIENCE

• Bachelors degree in Facilities Management, Corporate Real Estate, Project Management, or Business Administration preferred
• A minimum of 5-7 years of commercial high-rise, campus environment, and/or property portfolio management experience preferred
• Experience in leasing, construction, engineering and all facets of property operation and building management required
• Experience with critical system environments desired
• Experience in the development and implementation of programs to drive out cost inefficiencies preferred
• CMMS/Work Order Management experience preferred

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Certified Facility Manager (CFM), International Facilities Management Association (IFMA), Building Owners and Managers Association (BOMA) industry certifications recommended; other Engineering, Business or technical training or certifications preferred
• Ability to read and understand construction specifications and blueprints
• Proficient in understanding management agreements and contract language
• Excellent computer and systems knowledge: Strong literacy in Microsoft Office Suite (MS Word, Excel and PowerPoint)
• Strong discipline of financial management including financial tracking, budgeting and forecasting
• Knowledge of Financial Systems (Coupa a plus)
• Skilled in Building Management Systems maintenance and monitoring

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. May be required to travel outside between properties in varying weather conditions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 50-75% of the time; and extend hands and arms in any direction.

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, C&W 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.

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.

Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.