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, you will assist in providing day-to-day operations management of the property. You will take ownership of certain elements of the facilities operations scope of work, lead projects, and provide response and coordination of resolution for specific requests. Responsibilities include, but are not limited to:

• Manages incoming requests for facilities and maintenance services and responds to requests on a priority basis. Handles general oversight of the Facilities Desk Operations.
• Ensures the day-to-day operations of the facility(s) or campus including janitorial and general maintenance are implemented and carried out in a manner consistent with Hines policies and Client directives. This is to include the management of contracts to assure all contracts are reviewed on a regular basis and are bid out as needed and assures invoices match contract pricing.
• Charged with the supervision of all maintenance programs relating to the conditions and appearance of the properties.
• Responsible, at all times, for a positive and prompt response to requests from end users and for the implementation of ongoing contract programs to constantly assess occupant needs and to assure problems are being solved promptly to the mutual benefit of the Client and the properties.
• Deliver and participate in first class hospitality client experience and events.
• Ensure that all site-specific documentation and reports are completed accurately and on time, including (and as applicable): Property Information Books, Site Operating Manual, Elevator Logs, Janitorial Log, Purchase Order Log, Vendor Certificates of Insurance, General Files, Contract Files, Annual Property Conditions and Year-end Performance Report, and other reports and documentation as required.
• Prepares, reviews, and gives input on all budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(s) or complex. Heavy participation in the preparation and publication of the annual budget, quarterly reforecast, and business plans.
• Assist in the development of capital budgets for the property. This includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction initiatives.
• Act as a point of contact for clients regarding all maintenance, janitorial and landscaping activities/issues/concerns.
• Ensure all activities undertaken by the vendors meet or exceed all contracted service levels and client expectations.
• Review, reconcile and approve the invoices submitted by the vendors.
• Continuously review the contracted vendors' performance with respect to costs and quality. Report and review performance results with management on a regular basis.
• Work with vendors to evaluate new products/processes to improve quality of services and cost effectiveness.
• Coordinate all maintenance activities with clients, partners and vendors (i.e., UPS maintenance shutdowns).
• Provide project support when needed.
• Responsible for the collection, analysis and reporting of such statistical data as may be required to provide accurate and current assessment of facility management objectives.
• Assistant Facilities Manager shall be familiar with applicable areas of the management contract and all requirements contained therein.
• Monitor and ensure that vendors comply with insurance requirements and coordinate all claims as required.

Qualifications

Minimum Requirements include:

• Bachelor's degree from an accredited institution preferred or equivalent years of direct experience required

• Two or more of years commercial high-rise, campus environment, and/or property portfolio management experience required

• Experience with leasing, construction, engineering and all facets of property operations and facilities management is preferred.
• Experience with critical system environments is desired
• Excellent interpersonal, and analytical skills required
• Excellent written and oral communications skills
• Strong computer and systems knowledge
• Positive attitude, flexibility with work assignments and excellent customer service disposition required
• Ability to lift up to 35 pounds

Closing

Hines is a global real estate investment, development and property manager. The firm was founded by Gerald D. Hines in 1957 and now operates in 28 countries. We manage a $92.3B¹ portfolio of high-performing assets across residential, logistics, retail, office and mixed-use strategies. Our local teams serve 634 properties totaling over 225 million square feet globally. We are committed to a net zero carbon target by 2040 without buying offsets. To learn more about Hines, visit www.hines.com and follow @Hines on social media. ¹Includes both the global Hines organization as well as RIA AUM as of June 30, 2022.

We are an equal opportunity employer and support workforce diversity.

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