Assistant Facilities Manager

**Overview**
When you join Hines, you will work alongside innovative leaders who set the standards responsible for our reputation as an industry leader today, and you’ll be a part of shaping our future in the years to come.

**Responsibilities**

As an Assistant Facilities Manager with Hines, you play a critical role in supporting the workplace experience at specific client sites through owning quality assurance and daily work management processes. This individual is responsible for serving as part of a team to maintain the highest level of hospitality and customer service while ensuring that service is delivered in accordance with contractual agreements. Responsibilities include, but are not limited to:

- Experience management and hospitality
- Develop and maintain ethical and courteous relations with clients, occupants, landlords, and service partners.
- Communicate regularly with customers regarding status updates and service requests, ensuring all requests are handled promptly, professionally, and services are tailored to the individual.
- Provide workplace orientation.
- Assist with client-facing communications and reports.
- Be aware of and assist with events and high-profile activities.
- Serve as an ambassador for the client brand and promote a positive brand image.
- Building appearance care and site operations
- Inspect sites daily to guarantee that building appearance is maintained at the highest quality standard and improves the workplace.
- Submit work orders for interior and exterior maintenance, cleaning, and client service requests.
- Support on-site special events and programs as needed.
- Assist with the implementation of strategic, operational, and service improvement plans.
- Assist with the collection and analysis of operational data to provide accurate reporting and insights for services, work order productivity, cost savings, and improvements.
- Assist with developing the annual budget, annual plan, and variance analysis.
- Vendor management
- Administer vendor management, contracting, and onboarding processes.
- Serve as the primary on-site point of contact for vendors and escort vendors to work locations.
- Perform quality assurance for vendor-performed work.
- Support the Facilities Management team with third-party sourcing activities.
- Work and knowledge management
- Ensure work requests are processed correctly and resolved within the defined service levels.
- Ensure all work is properly recorded in the system of record.
- Resolve assigned work orders, including follow-up with customers as appropriate.
- Contribute to the account knowledge base and ensure knowledge remains up to date.

**Qualifications**
Minimum Requirements include:

- High school diploma or equivalent from an accredited institution required. Bachelor’s degree preferred.
- Three or more years of professional experience required.
- Bi-lingual proficiency in French and English.
- Project coordination.
- Promoting positive employer branding.
- Assuring a safe environment for work.
- Interpersonal and communication skills.
- Ability to develop positive relationships.
- Familiarity with facilities management operations.
- Experience with computerized maintenance management systems.
- Commitment to hospitality, ensuring that all actions contribute to a positive customer experience.
- Strict adherence to non-disclosure agreements and a high degree of confidentiality.
- Ability to comply with client health and safety protocols.
- Ability to manually lift 35 lbs.
- Ability to climb up and down stairs, access restrictive openings, and perform emergency procedures.
- Use olfactory, auditory, and visual senses to inspect building and detect emergency alarms.
- Be flexible and available to support after hours activities as required by the client.
- Successful completion of a background check and drug screen required.

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