Assistant Facilities Manager
BGIS

BGIS is currently seeking an Assistant Facilities Manager to join the team in, Boston, MA.

BGIS is a leading provider of integrated real estate management services, including facilities management, project management, energy & sustainability services, strategic workplace consulting, real estate services and capital planning. Its range of solutions, supported by efficient systems, processes, and people, enables it to create and optimize places that work for its clients. The team is dedicated to inspiring better business performance and helping clients focus on their core businesses.

RESPONSIBILITIES

Portfolio Management

• Oversee the operations and maintenance of a portfolio of facilities, ensuring uptime objectives are consistently met.
• Contribute to the development and execution of comprehensive annual facility management plans in collaboration with stakeholders.
• Collaborates with relevant stakeholders to implement facility-related programs and optimize operations in the assigned region.
• Maintain accurate records of all relevant documentation within required deadlines, including annual inspections and equipment data, ensuring they are up-to-date and accessible in relevant databases.
• Ensure the safe and reliable functioning of all facilities, implementing and adhering to best practices in facility management.
• Supervise maintenance and repair tasks performed by internal technicians and service providers, ensuring timely completion and adherence to quality and safety standards.
• Collaborate with stakeholders to assess capital assets, making informed recommendations for maintenance, repair, and replacement within the capital budget.
• Continuously seek opportunities to enhance operational efficiency through best practices, sustainable initiatives, and effective use of internal resources.
• Collaborates with relevant stakeholders to optimize assigned portfolio and continuously create value for the client and all stakeholders.

Service Delivery Management

• Responsible for meeting client obligations and expectations.
• Proactively address and resolve issues or conflicts, maintaining open lines of communication with both clients and internal leadership.
• Provide regular written and verbal updates to clients and internal stakeholders to ensure satisfaction and adherence to contractual obligations.
• Recommend and implement effective solutions for identified issues, ensuring swift resolution and continuous improvement.
• Assist internal leadership in tracking service delivery performance against key metrics and performance indicators, identifying gaps, and executing corrective action plans as needed.
• Monitors regional service requests to ensure within agreed upon scope and escalates to internal leadership as necessary.
• Ensure adherence to all relevant legislative, corporate, and industry standards, including environmental, health and safety, and building regulations.

Risk Management, Emergency Preparedness and Business Continuity Planning and Execution

• Assist in the development and execution of emergency preparedness, risk management, disaster recovery, and business continuity plans to ensure organizational resilience.
• Collaborates with relevant internal and external stakeholders on incident management-related requirements
• Provide support in incident management processes, ensuring that all relevant protocols are followed and that stakeholders are informed and engaged.

Health, Safety, Environment & Security

• Serve as the point of contact for internal and external stakeholders, ensuring effective communication and collaboration with Environmental, Health, Safety, and Security teams.
• In collaboration with Environmental, Health, Safety and Security Team, administer vendor safety-related accreditation, training and qualification, where required.
• Aid in ensuring vendors meet all safety requirements prior to performing scope of work.

Client Relationship Management

• Actively cultivate and maintain strong relationships with clients as well as internal and external stakeholders to ensure high levels of client satisfaction and trust.
• Act as the primary liaison for all facility-related issues within your region, facilitating effective communication with clients and escalating concerns to internal leadership as needed.

Budget Development & Management

• Assist in the development and management of the budget for assigned region, collaborating with internal leadership to ensure affordability and ongoing profitability.
• Aids in controlling budget obligations for assigned portfolio
• Aid in the review and approval of expenditures up to $2,500, ensuring compliance with budgetary constraints.

Project Management

• Assist in developing and executing project plans, including estimated costs and budgets for the assigned portfolio.
• Oversee the delivery of projects, ensuring they are completed on time and within budget.
• Collaborate with relevant stakeholders to minimize disruptions to facilities during project execution and ensure all pertinent data is accurately captured and updated in the database.

Regulatory Compliance

• Ensure that all regulatory compliance requirements are met for the assigned portfolio.
• Create and maintain all related documentation in accordance with contract specifications and the scope of work.

Procurement

• Work closely with Procurement and Supply Chain Administration teams to source and qualify vendors, as well as to procure necessary goods and services.
• Ensures the availability of an adequate inventory of tools and other supplies to operate the facilities.

People Leadership

• Aids in employee-oriented activities focusing on engagement, development, performance management, hiring, retention, and compensation recommendations.
• Perform other related tasks as assigned to foster a positive and productive work environment.

PREFFERED EDUCATION, KNOWLEDGE, and ABILITIES

• Bachelor's degree or 2+ years of facility management experience.
• 2+ years of experience in facility operations and maintenance management (preferred).
• Proven abilities in ensuring quality service delivery.
• Strong skills in managing budgets effectively.
• Excellent communication, influence, and negotiation skills; solid people leadership capabilities.
• Ability to build and maintain strong client relationships.
• Effective management of vendor relationships.
• Demonstrated ability in managing projects efficiently.
• Expertise in business continuity planning and execution.
• Commitment to incorporating sustainable practices within facility operations.
• Thorough understanding of health and safety requirements; strong safety mindset.
• Focus on continuous improvement and implementing best practices in facility management.

Our company culture includes a robust mix of sound business practices and employee initiatives that promote personal and professional development, work/life balance, health and wellness and community involvement.

The Company is an equal opportunity employer. We believe every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. We are committed to providing equal employment opportunity to all employees and applicants without regard to race, color, religion, gender, national origin, age, disability, ancestry, creed, marital status, sexual orientation, or Veteran or military status, genetic information or any other basis prohibited by local, state or federal law in the relevant jurisdiction. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment and training.

BGIS is committed to strengthening our diversity through recruiting and retaining minority and women professionals from all backgrounds. Our commitment is consistent with our recognition that it is the outstanding people within BGIS who have always been the source of our strength. We recognize that promoting diversity is an integral component of our continuing quest for organizational excellence.

This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity.

Anyone with questions or concerns regarding Equal Employment Opportunity should contact their direct supervisor or the Human Resources Department without fear of retaliation of any kind.

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