Associate Facility Manager I

Description Summary. This position offers independent contributions to responding to multiple client inquiries; (2) work order updates; and (3) extensive follow-ups. It supports proposal creation, dispatches, scope development, and job follow-ups while providing updates directly to their clients.This position requires organizational skills, attention to detail and a cooperative approach with in/external personnel. Job Responsibilities.

• Responsible for accepting R&M work orders from assigned Client accounts. SR. CSS also acts as a dispatch who follows up and oversees repair and maintenance (R&M) projects from inception through completion, as needed to ensure Client service levels are maintained.
• Sources vendors nationwide using an in-house database or internet search engines to fulfill work order needs at various job sites for routine maintenance, and priority services.
• Position acts as the first level to obtain an assessment, pricing, &/or quotes for necessary repairs and obtains client approvals or communicates with corporate offices to request increases, client pricing, and bid submittals based on client protocol, to proceed as needed.
• Assist the Project Manager (PM) with client’s work order verification and the acceptance process.
• Verify scope of work at the store level.
• Obtain price quotes from vendors.
• Review and enter quotes into the system.
• Match and assign the appropriate vendor for the work order per trade and client’s rate.
• Ensure the timely dispatch of vendors; follow up with clients and vendors to ensure job completion.
• Obtain lead times.
• Facilitate and assist with any customer escalations as needed.
• Assist PM in evaluating and reconciling vendor’s invoice.
• Consistently follow up on the details of work orders from inception to completion.
• Update status and details of all work orders as appropriate for jobs life cycle in work order management system that includes but is not limited to: Scope Confirmation, Location Contact/Communication, Job ETA, Technician Arrival, Work Completed, Additional Work Needed, Cost Updates, 3rd Party Communication, PM Team Updates, Job Completion Confirmation, and Return Trip Information.
• Navigate and provide updates as needed in any third-party client systems as needed.
• Dispatch work order assignments (Emergency & 24 Hours) as needed.
• Follow up on all new calls (After-Hours & Weekend Service).
• Other duties as required or assigned

Proficiencies.

• Strong organizational skills
• Attention to detail
• Possess friendly disposition
• Adaptable and able to work in a fast-paced environment.
• Demonstrates attention to detail and accuracy.
• Possess excellent time management skills.
• Ability to multi-task
• Problem resolution skills
• Display professional written and verbal communication skills
• Self-motivating
• Approachable

Requirements

Supervisory Requirements. This position does not have supervisory responsibility. Education/Experience. Three years’ experience in Customer Service or any equivalent combination of training and experience that provides the required knowledge, skills and abilities is qualifying. To perform this job successfully, an individual should have basic skills in a work management system, proficiency in MS office skills and the willingness to expand their knowledge. Experience in facilities or property management is required. Work Environment/Physical & Visual Demands.

• This position works a fluctuating schedule Monday – Friday with flexibility for overtime.
• This position requires extensive contact with people and local travel may be required.
• Physical Demands: Speaking, Listening, Writing, Sitting, Keystroke, Crouching, Kneeling, Reaching, Standing, Walking, Pushing, Pulling, Finger movement, Squatting, Grasping, Repetitive Motion, and Sedentary/ Light work, Climbing, requiring lifting up to 20lbs or up to 50lbs with assistance.
• Visual Demands: Visual acuity to perform activity such as viewing computer terminal and reading.
• Environment Conditions: This position is subject to sufficient noise with an indoor environmental condition; protected from weather conditions but not necessary from temperature changes

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