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.
Essential Responsibilities and Duties
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
technology-based 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 technology-based 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.
Required Education and Experience
High school diploma or equivalent
with related experience.
Minimum 2 years of proven
experience.
Must have a valid driver’s
license and clean driving record.
Preferred Education and Experience
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.
Additional Knowledge, Skills and Abilities
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 multi-tasks
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
problem-solving 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 service-oriented
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 demonstrate
proficiency in safe driving practices and following rules and laws to
operate a motorized vehicle to perform various job-related functions and
travel as workload demands
Ability to lift up to 50 lbs.
Some Benefits
Health Insurance
Dental Insurance
Vision Insurance
Employee Assistance Program
Flexible Spending Account
Life Insurance
Paid Time Off
Retirement Plan
Schedule:
Day shift
Monday to Friday
On call
Work Location: Hybrid remote in Mechanicsburg, PA 17050