Job Description
Position Summary :
The on-site Facilities Manager is responsible for providing administrative, operational, and conference center support to the building.
The FM must be capable of assisting in managing vendors and the facility in the absence of the Director. The FM will also be responsible for the specific duties outlined, as well as other duties as assigned.
Position Responsibilities :
The FM will primarily support the Facilities teams with the following duties.
Administrative Responsibilities in support of Operational Team :
- Day-to-day communication with the Facilities Team is imperative.
- Prepare weekly Facilities operational calendar, outlining events and schedules
- Assist with coordination of all contractors visiting company, through direct communication with Engineering and company Security.
- Review and approve property invoices for Company processing.
- Participate in Facilities Project meetings, walkthroughs, and update minutes accordingly.
- Work directly with contractors / vendors to obtain cost proposals for various projects.
- Prepare and update vendor contracts and spreadsheets.
- Prepare and submit monthly investor report for Director of Facilities review and approval.
- Perform facilities inspections and prepare necessary reports
- Preparation of annual operating budget and reports for the facility.
- Other duties as assigned by company
Administrative Responsibilities in support of Events Production & Protocol (EPP) :
- Assist with Facilities coordination for EPP day, evening, and weekend events.
- Serve as liaison between Facilities, EPP, Security, and Administrative Services.
- Complete staffing plans for each event based on cost grid, Banquet Event Order (BEO) and logistical memo.
- Communicate with engineering staff regarding any mechanical, electrical, or plumbing requests from conference center participants, including occupancy comfort issues.
- Track and bill engineering and janitorial OT, obtain Director of Facilities approval and submit to EPP for final processing.
- Attend weekly BEO meetings and maintain BEO binder.
- Prepare EPP cost proposals and final reconciliations for events; includes invoicing and tracking of any damages.
- Prepare and distribute Special Event Notifications (SEN) summarizing events to USIP staff; completed on a case-by-case basis.
Position Requirements :
- Bachelors degree (BA / BS) from a four-year college or university
- Minimum of three (3) years experience in commercial property management or facilities management (Class A preferred)
- Strong interpersonal and organizational skills as well as attention to detail
- Time management and prioritization skills
- Comprehensive working knowledge or Outlook, Word, Adobe, and Excel
- Strong ability to multitask and sense of expediency, accuracy, and cooperation
- Energetic, assertive, and positive demeanor
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