JOB SUMMARY This position reports to the Regional Facilities Manager for the Area. This position has managerial oversight of multiple facilities, an entire campus, or a portfolio of client facilities and has at least one Facilities Manager and/or Assistant Facilities Manager reporting into it. The Senior Facilities Manager has the overall responsibility for overseeing the implementation of policies, procedures and programs that will assure well-managed, well-maintained buildings and facilities, placing maximum emphasis on leading a staff in the positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination and conjunction with the goals and objectives of the client. The position is the primary liaison with the client and leads staff in the coordination of services and activities, financials, vendors and manpower required for current and future needs of the building and operations. The Senior Facilities Manager also has responsibility for the overall financial and KPI performance of the business plan within the respective portfolio. Heavy emphasis is placed on infrastructure knowledge and operations of HVAC and Electrical systems. Special emphasis on critical data center environments, emergency generator and transfer systems. The senior facility manager is to ensure that their facilities are operating as it should on a daily basis by completing daily inspections and conducting proactive and avoid reactive maintenance. Essential functions and responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Oversee day-to-day operations of facilities, high rise or campus ensuring that all services are effectively delivered and facility needs are met including custodial, life-safety, engineering and general maintenance. Ensure that staff implements and provides these services in a manner consistent with CBRE policies and ownership directives. Manage service contracts cost effectively. Responsible for all aspects of service delivery pursuant to these contracts, responsible for periodic and ongoing performance and financial review, conducting RFP's, and assuring payments and invoicing match contract pricing. Initiate audit & control systems to ensure statutory, policy and contractual commitments are met. Lead the facility management team in the supervision of maintenance programs relating to the interior and exterior conditions and appearance and operation of the facilities. Ensure that facility management staff consistently provides positive and prompt response to requests from the client and building tenants/occupants. Ensure facility management staff implements ongoing contract review programs to constantly assess client, tenant and occupant needs and to assure problems are being solved promptly and to the mutual benefit of the tenant, owner and the properties. Prepare and deliver consolidated reporting and reviews of all budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(s) or complex. Develop, prepare and explain the annual facility budget, quarterly forecasts, and business plans. Assist in development of capital budgets for the properties. This includes contributions towards a five- year plan of maintenance, facility improvement and cost reduction initiatives. Coordinate the collection, analysis and reporting by the facility management team of statistical data and analysis to provide accurate and current assessment of facility management objectives, work order productivity, cost savings and improvements. Review work order metrics and system to identify service gaps and recurring issues and provide corrective actions. Approve all positions and direct the hiring, training and motivational activities of the facility management staff. Responsible for effective and proactive employee relations with all site staff. Conduct and approve all performance evaluations of facility management staff. Manage and drive customer focus within all areas of operational activities and ensure that effective relationships are maintained with key client contacts. Drive innovation through the development of best practices, operational and service efficiency as well as the identification of industry trends and tools that would contribute to our operational excellence goals. Ensure that facility management staff require all tenants and vendors comply with insurance requirements and coordinate all claims as required. Lead and implement all environmental programs and initiatives as well as audits Key Competencies Communication Proficiency (oral and written) Technical Proficiency Problem Solving/Analysis Customer Focus Financial Management Leadership Relationship Management Team Orientation Vendor Management Multi-Tasking Important education.
Develops and maintains positive client relationships. Conducts client meetings on unresolved facility issues in an expeditious and professional manner. Communicates to clients regarding property profiles, emergency preparedness plans, site inspections, facility audits, work order progress reports, and other related reports. Manages and coaches facilities staff to deliver excellent service levels for the client within budget. Researches and implements new processes and technology to improve operational efficiency. Develops and recommends strategic facility management objectives for clients. Reviews various budget reports for multiple facilities. Develops environmental health and safety procedures for facilities. These procedures include emergency action plans, disaster recovery, business continuity, and other related procedures. Responsible for facility inspections for quality assurance on a periodic basis. Ensures facility procedures comply with local, state, and federal regulations. Produces and maintains various facility management reports. Oversees management of capital projects. Uses pc and/or PDA for work order system, email, ESS and training. Prepares and manages departmental budget. Other duties may be assigned.
SUPERVISORY RESPONSIBILITIES Provides formal supervision to individual employees within single functional or operational area. Approves subordinate's recommendations for staff recruitment, selection, promotion, advancement, corrective action and termination. Effectively recommends same for direct reports to next level management for review and approval. Plans and monitors appropriate staffing levels and utilization of labor, including overtime. Prepares and delivers performance appraisal for staff. Mentors and coaches team members to further develop competencies. Leads by example and models behaviors that are consistent with the company's values.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE High school diploma or general education degree (GED) required. Minimum of six years of related experience and/or training. Bachelor's degree preferred with focus on business, technical or management areas. Prior Supervisory experience required.
CERTIFICATES and/or LICENSES Facility Management certification preferred. Driver's license may be required.
COMMUNICATION SKILLS Ability to comprehend, analyze, and interpret the most complex business documents. Ability to respond effectively to the most sensitive issues. Ability to write reports, manuals, speeches and articles using distinctive style. Ability to make effective and persuasive presentations on complex topics to employees, clients, top management and/or public groups. Ability to motivate and negotiate effectively with key employees, top management, and client groups to take desired action.
FINANCIAL KNOWLEDGE Requires in-depth knowledge of financial terms and principles. Ability to calculate complex figures. Ability to forecast and prepare budgets. Conducts financial/business analysis including the preparation of reports.
REASONING ABILITY Ability to solve advanced problems and deal with a variety of options in complex situations. Requires expert level analytical and quantitative skills with proven experience in developing strategic solutions for a growing matrix-based multi-industry sales environment. Draws upon the analysis of others and makes recommendations that have a direct impact on the company.
OTHER SKILLS and ABILITIES Intermediate skills with Microsoft Office Suite, Outlook, intranet/internet. Ability to use work order system. Working knowledge of architectural, electrical and mechanical systems. Working knowledge of leases, contracts and related documents.
SCOPE OF RESPONSIBILITY Decisions made with in-depth understanding and interpretation of procedures, company policies and business practices to achieve general results. Responsible for setting department deadlines. Errors in judgment may cause long-term impact to co-workers, supervisor, department and/or line of business.