Assistant Facilities Manager

 Flagship Healthcare Properties is a diversified commercial real estate firm that specializes in healthcare properties. The company provides comprehensive services, including acquisitions, development, leasing and brokerage, as well as facilities, property and asset management. The Assistant Facility Manager is a management/administrative position requiring customer service skills and a knowledge of facilities management responsibilities. The person in this position will have a strong skill set to assist and support the Facilities Manager in daily administrative tasks and projects as assigned.

Key Responsibilities:

•    Developing effective working relationships with team members, client, and vendors to provide first class service and management of client’s properties
•    Assisting with setting up new vendors and tenants in technology systems
•   Ensuring contact information for both vendors and tenants is always up to date
•    Coordinating practice manager meetings in conjunction with FM
•    Assisting in conducting regular property visits (overnight travel may be required) and documenting tenant interactions in appropriate software
•    Assist with the coordination of tenant move ins/outs
•    Overseeing and reviewing the Certificates of Insurance Compliance for Vendors for client
•    Following up weekly with the team on Work Orders
•   Coordinating the onboarding of a new vendor as well of the termination of vendors as appropriate.
•   Coordinating and creating service contracts insuring execution by all parties
•    Supporting FM by monitoring new leases and lease changes in software programs
•    Reviewing, understanding, and enforcing lease contracts as well as reviewing, accurately coding, and approving invoices
•    Assisting with acquisition of bids for service contracts and other projects
•    Demonstrating professionalism and providing support when working with FHP’s Chief Engineer, Tenant Services Coordinator, Maintenance Technicians, and Senior Vice President/Property Director
•    Ensuring tenant satisfaction through frequent tenant interactions, open and frequent communication, and completion of annual surveys as appropriate
•    Acting as point of contact during team member’s vacations/time out of office
•    Embodying FHP’s Core Values while acting as an extension of Senior Management
•   Entering work orders in Prism and monitoring completion timelines
•   Assisting in responding to after-hours emergencies as needed
•    Assisting in finding vendors for misc. repairs in smaller geographic markets
•    Obtaining pricing of 2-3 bids for new services
•    Coordinating the addition and/or maintenance of AED defibrillators
•    Entering work orders in Landlord’s Work Order system, coordinating repairs and following up accordingly.
•    Coordinating after-hour repairs and special janitorial requests
•    Adding additional shred services when needed

 Skills & Experience:

•    Proven record of providing exceptional internal and external customer service.
•    Ability to demonstrate initiative and reflect a sense of urgency by meeting or exceeding deadlines.
•   The ability to think and work both independently and in a team environment.
•    The ability to multi-task and prioritize projects.
•    Attention to detail and self-motivation
•    Excellent written and verbal communication skills, problem solving abilities and organizational skills
•    Proficiency in Microsoft Office Suite.