Job Title
Assistant Facility Manager
Job Description Summary
Job Description Summary
Under the supervision of the Facilities Manager, the Senior Assistant Facilities Manager is responsible for assisting in all areas defined as part of the Facility Manager position. This is a management position that will directly and indirectly supervise individuals, building staff, operations, and coordinate across the facilities organization at a specific location, set of buildings, or campus environment. The Senior Assistant Facilities Manager drives implementation of company best practices in alignment with client goals and objectives to deliver a well-managed and maintained building.
Job Description
Senior Assistant Facilities Manager (Sr. AFM) – Vendor Relations & Oversight
Position Summary
The Senior Assistant Facilities Manager (Sr. AFM) – Vendor Relations & Oversight is responsible for managing vendor performance, service delivery, and operational compliance across a multi-site facilities portfolio. This role ensures vendors meet service level agreements (SLAs), supports facility operations through proactive oversight, and partners with clients, Facility Managers (FMs), and Building Coordinators (BCs) to deliver high-quality outcomes.
The Sr. AFM drives vendor accountability, operational efficiency, and client satisfaction while maintaining accurate systems, reporting, and financial controls.
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Key Responsibilities
Vendor Management & Oversight
- Manage day-to-day vendor relationships and performance across all service lines (e.g., janitorial, landscaping, maintenance).
- Conduct monthly inspections and periodic site walkthroughs to assess vendor quality and compliance.
- Perform random and off-hours vendor audits to ensure adherence to contract scope and service standards.
- Monitor vendor work orders (WOs), ensure timely completion, and follow up on outstanding items.
- Ensure compliance with SLAs, including preventative maintenance (PM), reactive, and emergency service performance.
- Lead vendor meetings, business reviews, and performance discussions; provide summaries to stakeholders.
- Resolve vendor-related issues and complaints in collaboration with FMs and BCs. ________________________________________
Operational Delivery & Site Engagement
- Maintain strong on-site presence at major facilities (minimum twice monthly), engaging with vendors and site teams.
- Build and maintain effective working relationships with client stakeholders, FMs, and support teams.
- Identify opportunities to improve vendor efficiency and service delivery.
- Provide regular status updates and operational reporting.
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KPI & Performance Management
- Drive vendor performance against key metrics, including:
o 93% completion of reactive and planned work orders
o 100% completion of emergency work within SLA
o 85% quality scores on soft service inspections
- Investigate performance gaps, including customer satisfaction (CSAT) concerns, and implement corrective actions.
- Develop and execute action plans for underperforming vendors.
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Work Order & System Management (FM360)
- Manage work order lifecycle, including creation, tracking, and completion verification.
- Ensure Preventive Maintenance (PM) schedules are current and executed on time.
- Maintain accurate asset registry, vendor documentation, and scope of work within FM360.
- Ensure all required inspection reports, certifications (e.g., elevators), and vendor documentation are uploaded and current. ________________________________________
Financial Management & Reporting
- Manage vendor purchase orders (POs), including annual setup and ongoing tracking.
- Ensure timely vendor invoice submission and processing to minimize accruals.
- Support budgeting and cost tracking, including identifying in-budget vs. out-of-scope work.
- Develop and present cost savings initiatives (minimum one per quarter).
- Track and report on financial metrics and savings performance. ________________________________________
Client & Stakeholder Engagement
- Communicate effectively with client teams and internal stakeholders regarding vendor activities and service changes
- Prepare and deliver updates, presentations, and summaries for leadership and client meetings.
- Support account leadership with operational insights and continuous improvement initiatives. ________________________________________
People Management & Leadership
- Support talent development, recruitment planning, and succession planning initiatives.
- Partner with HR on performance management, employee engagement, and workforce planning.
- Promote diversity, inclusion, and a positive team culture. ________________________________________
Environmental Health & Safety (EHS)
- Promote and maintain a safety-first culture with zero incidents as a goal.
- Complete all required safety and compliance training.
- Ensure vendors adhere to all safety protocols and regulatory requirements. ________________________________________
Key Competencies
- Vendor management and contract compliance
- Facilities operations and maintenance coordination
- Work order and asset management systems (FM360 or similar)
- Financial acumen (budgeting, invoicing, cost control)
- Data analysis and KPI tracking
- Strong communication and stakeholder relationship management
- Problem-solving and continuous improvement mindset
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Preferred Qualifications
- Experience in facilities management, property management, or vendor oversight
- Strong understanding of service level agreements (SLAs) and KPIs
- Experience with CMMS platforms (FM360 preferred)
- Proven ability to manage multiple vendors and priorities across locations
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Work Environment
- Regular on-site presence required across multiple facilities
- Occasional off-hours work for vendor audits and inspections
- Collaboration with cross-functional teams including FMs, BCs, and vendors
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Success Measures
- Vendor SLA compliance and performance metrics achieved
- High client satisfaction and improved CSAT scores
- Timely completion of work orders and preventive maintenance
- Accurate financial reporting and cost savings delivery
- Effective vendor partnerships and operational improvements
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Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.
The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.
The company will not pay less than minimum wage for this role.
The compensation for the position is: $32.30 - $38.00
Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.
In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email [email protected]. Please refer to the job title and job location when you contact us.
INCO: “Cushman & Wakefield”
