Assistant Facilities Manager - Mechanicsburg, United States - UniqueSource Products & Services

Description

The Assistant Facilities Manager provides support for the operational and administrative delivery of facilities management services for Photo ID sites according to UniqueSource's PID licensing contract with the Commonwealth of Pennsylvania.

The Assistant Facilities Manager works closely with clients, vendors, and other program stakeholders to execute on scheduled and real time site demands.

• Procure and manage subcontractors to perform repairs and maintenance for Photo License Centers.
• Process and order supplies for sites as needed.
• Schedule and verify work performed in the sites ensuring the facilities are maintained according to contract requirements.
• Coordinate and communicate with field staff regarding repairs and maintenance. Ensure coverage is scheduled as needed for subcontractors to perform repairs.
• Verify repairs, maintenance and vendor supplied products and services meet contract requirements. Use technologybased solutions to maintain subcontractor database, vendor contract database, and repair requests.
• Assist in negotiation of subcontractor contracts and agreements for repairs, maintenance, janitorial services, security and alarm systems, and security guards.
• Assist in the management of alarm and security system database using technologybased solutions. Create and manage security profiles and key cards for UniqueSource staff and Photo License Technicians.
• Document, verify, approve, and process invoices for repairs and maintenance according to UniqueSource policies and contract requirements.
• Provide as back up and/or supplemental support to the FM for program operations and/or projects.
• Respond to and resolve security and emergency situations according to contract requirements. Coordinate necessary personnel and submit reports and correspondence in a timely manner.
• Perform on call duties for repair requests, security, and emergency situations, including weekends and outside normal business hours as needed.
• Provide excellent customer service by addressing issues effectively, managing client expectations, providing consultative support, and communicating professionally.
• Must be available to work weekends when necessary or as directed to meet business needs.

• High school diploma or equivalent with related experience.
• Must have a valid driver's license.

• Bachelor's degree in relevant field.
• Proven experience in customer service or facility management.
• Strong preference for experience supporting an organization with field offices.
• Background working with state or federal offices and understanding of administrative tasks, including billing, or communications through those offices.

• Knowledge of principles, procedures, and best practices in facilities management and customer service.
• Strong project management skills.
• Strong organizational and time management skills.
• Ability to multitasks effectively while managing multiple projects, tasks, and concurrent deadlines.
• Demonstrate exceptional attention to detail on following instructions from team members or partners including but not limited to managing communications, following project plans, and following up on customer issues.
• Excellent customer service skills.
• Strong analytical and problemsolving skills.
• Excellent verbal and written communication skills.
• Ability to interact with staff, customers, and vendors with a calm and professional demeanor, pleasant and clear tone of voice, and follow through with their requests.
• Ability to be a serviceoriented professional who takes ownership of issues, engages others as may be needed in pursuit of resolutions, and follows through to the closure of issues.
• Ability to use and adopt technology to enhance overall business performance.
• Strong proficiency with MS Office Suite, specifically MS Outlook, Excel, Word, and PowerPoint.
• Ability to lift up to 50 lbs.

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

• Day shift
• Monday to Friday
• On call