Assistant Facilities Manager

Facilities Management
Real Estate
18001012 Requisition #
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Newmark Knight Frank (NKF) is one of the world's leading commercial real estate advisory firms. We provide a fully integrated platform of services to prominent multinational corporations and institutional investors across the globe, as well as to occupiers, owners and developers of real estate on a local, regional and national level.

Together with London-based partner Knight Frank and independently-owned offices, NKF's 14,100 professionals operate from more than 400 offices in established and emerging property markets on six continents.

Job Description:

Responsible for supporting Facility Manager’s efforts in day-to-day implementation of policies, procedures and programs that will ensure a well-managed, well-maintained building, placing maximum emphasis on positive response to the needs of the tenants, environmental health and safety, and quality programs, in coordination and conjunction with the client’s goals and objectives. Strong communication & customer service skills a must as environment is mainly corporate customer facing.

Essential Job Duties:
  • Supports the Facility Manager in the day-to-day operational management of all aspects of the property to assure maintenance of approved quality standards.
  • Assists the Facility Manager in the preparation and coordination of fire, life safety and other safety programs.  Ensures that policies and procedures are followed.
  • Assists the Facility Manager in the preparation and coordination of all maintenance programs relating to interior conditions and appearance of the properties. 
  • Support the Facility Manager to assure full compliance with standards established within the vendor service agreements and NKF agreement with client.
  • Oversees day-to-day vendor performance to assure full compliance with standards established within the service agreement. 
  • Works with staff in the space planning and organization of internal and building-to-building moves.  May oversee & coordinate mover’s activity and other necessary specialty trade contractors/vendors.  Liaison to various in-house support groups for moves.
  • Responsible for the completion of work order requests in a timely fashion and to the satisfaction of the requesting associate.  May coordinate with Chief Engineer or other maintenance staff to coordinate completion of requests.
  • Assist and support the Facility Manager on the day-to-day financial management of the property and maintenance of financial records and files, as needed.  Assist with preparation of the budget, financial reviews and monthly management reports.
  • Assist in the processing & auditing of invoices against monthly approved budget and accrual reporting.
  • Responsible for the positive and prompt response to requests from building tenants and client.  Continues ongoing communications with the Owner Representative to ensure needs are being met.
  • Perform regular “sweeps” of the workspace(s) to identify areas/items/equipment/materials in need of repair, replacement or upgrade. Report all issues to the Facilities Supervisor, and/or Facilities Manager to correct.
  • Coordinate & oversee activity related to office services such as mail, receptionist, and conference room management. 
  • Strong presence required dealing directly with customers.
  • May perform other duties as assigned
Other Job Functions:
  • On-call 24/7 to respond to property events, emergencies or incidents
  • May review leases to ensure compliance with lease provisions. 
  • Actively participate in the development and management of the account

Skills, Education and Experience:

  • Bachelor’s Degree or equivalent experience
  • Minimum of 3-5 years of real estate/facility coordination or management experience required
  • Ability to work well with a variety of different individuals both inside and outside of the company
  • Ability to handle multiple complex tasks with minimal supervision while also adhering to the policies and procedures and Owner objectives
  • Strong computer, writing skills, Microsoft office
  • Strong communication skills a must – ability to communicate both verbally & written speaking directly to client & customers
  • Proven analytical abilities
Benefits and Perks:
  • Industry leading Parental Leave Policy (up to 16 weeks)
  • Generous healthcare
  • Bright Horizons back-up care program
  • Generous paid time off
  • Education reimbursement
  • Referral Program
  • Opportunities to network and connect

Benefits/perks listed may vary depending on the nature of your employment with Newmark Knight Frank and the job location.


Working Conditions: Normal working conditions with the absence of disagreeable elements


Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.


Newmark Knight Frank is an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

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