Assistant Director of Facilities

DEPARTMENT: Maintenance

TITLE: Assistant Facilities Director

REPORTS TO: Facilities Director

Statement of Job

Under limited supervision, directs and supervises the daily operations and assists with budgetary decisions. Assists in coordinating department training, logistics, growth, and development. Supervises and reviews the work of hourly staff (staff) and contracted personnel. Assists with the implementation of long-range department Strategic plans and objectives.

Please note, this position may be required to work second shift to aid in oversight of the department.

Areas of Responsibilities

• Assist in developing and implementing standard operating procedures and policies.
• Plans, coordinates, and supervises the activities and personnel of The Gardens Mall Maintenance Department on a daily, weekly, monthly, and quarterly basis.
• Supervises the daily activities of staff personnel, assigns workloads, and establishes work schedules, directs and reviews work of assigned staff and contracted labor.
• Supervisory duties include: instructing, reviewing, planning work of others, maintaining standards, coordinating activities, allocating personnel, recommending the selection of new employees and contractors.
• Reviews the work of staff for timeliness and accuracy. Evaluates and makes recommendations. Offers advice and assistance as needed.
• Provides adequate training to all The Gardens Mall maintenance staff.
• Oversee and manage the day-to-day operations of the CMMS and work order system including but not limited to: Preventive Maintenance, Work Orders, Projects, Asset Management including tagging and labeling, Inventory/Parts Control and ordering, Work Order assignment, and Scheduling, Reporting; Administrator duties.
• Keeps abreast of trends and issues by reading and attending professional development opportunities.
• Oversees contractors ensuring compliance with policies, procedures, specifications, and schedules.
• Oversees the maintenance of fleet equipment and supply inventory.
• Assist in preparing and monitoring facilities department budget and expenses.
• Assist in developing long range goals and objectives.
• Interacts and communicates with immediate supervisor, department directors, merchants, vendors, and guests.
• Participates/leads pre-construction meetings.
• Oversees tenant construction coordination for the property and daily management following pre-construction meeting.
• Assists in overseeing contracts and agreements and developing bid specifications, goods and services.
• Acts as project manager for capital projects and purchases as needed.
• Reviews and responds to inquiries, and concerns of merchants and guests.
• Acts on employee problems, recommendations, promotions, discharge, and discipline.
• Oversees and ensures the proper set up and strike of The Gardens Mall special events.
• Operates a variety of equipment such as computers, HVAC computer, sound, lighting systems, hydraulic lift, two-way radio, camera, power tools, various licensed and non-licensed vehicles.
• Reviews, prepares, receives, and/or submits various records and reports, including statistics, expenses, payroll documents, safety reports, training documents, memos, emails, etc.
• Inspects The Gardens Mall property for safety, cleanliness and performs general maintenance as required.
• Assists in coordination and supervision of the load in and load out of the marketing, security, housekeeping departments, contractors, event planners volunteers, and rental companies.
• Assists in implementing, building out and maintenance of project management software.

Skill Requirements

• Is familiar with building construction, construction codes and local ordinances.
• Has knowledge in budget management, facilities operations management, personnel management, and health and safety management.
• Is able to make sound, educated, and informed decisions.
• Is able to plan and develop daily, short- and long-term objectives related to meeting departmental goals. 
• Is able to plan and coordinate the most effective use of personnel, facilities and resources. 
• Knows how to apply managerial concepts and principles. 
• Knows administrative principles involved in developing, directing, and supervising multiple contractors, activities and inventories. 
• Is able to make recommendations on employee evaluations based on results.
• Needs limited direct supervision in order to complete the duties of the position. 
• Has the ability to interpret concepts and agreements pertaining to the job. 
• Is able to analyze information, make reports, and keep records in a clear and concise manner.
• Maintains a comprehensive knowledge of the terminology used at the Property
• Microsoft Office knowledge and computer skills.
• Knows how to maintain professional, effective relationships with merchants, guests, contractors, and The Forbes Company personnel.
• Has the ability to communicate professionally in all circumstances. 
• Is able to compile organize and analyze financial information as it pertains to the job. 
• Has skill and care in the use and instruction of tools and equipment. 
• Assumes responsibilities for completing assigned work. Meets or exceeds established deadlines. 
• Identifies issues or concerns as they occur and assists in recommending solutions and alternatives
• And other duties as assigned by the Facilities Director and General Manager

Minimum Education and Training

Requires being a high school graduate or equivalent and supplemented by three to five years of experience in facilities management. An equivalent combination of training, education, and experience that provides the required knowledge, skills, and abilities highlighted may also be considered. Bachelor’s degree or equivalent with a concentration in administration desired.