Assistant Facilities Manager

Oklahoma City, OK, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Flexible

On-call

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

employee recognition programs

workplace diversity

Job Description

Hines is a globally recognized real estate investment, development, and property management company with a rich legacy rooted in innovation and excellence. Founded in 1957 by Gerald D. Hines, the company operates in 28 countries and manages a substantial portfolio valued at $92.3 billion, encompassing residential, logistics, retail, office, and mixed-use properties. With a strong commitment to sustainability, Hines is targeting net zero carbon emissions by 2040 without purchasing offsets. This commitment underlines the company’s forward-thinking approach and responsibility towards environmental stewardship. Hines is distinguished by industry accolades, such as inclusion on Fast Company's annual list of the World’s Most Innovative Companies and recognition by U.S. News & World Report as one of the Best Companies to Work For in 2024. The firm’s expansive operations serve 634 properties with over 225 million square feet of managed space globally, emphasizing their vast scale and industry impact.

Joining Hines means embarking on a career journey shaped by strong leadership and guided visionaries who set benchmarks for industry standards. Hines fosters a dynamic workplace where employees are encouraged to grow professionally and make a lasting impact. The company’s culture focuses on diversity, inclusivity, and continuous improvement, offering employees a supportive environment to thrive.

The role of an Assistant Facilities Manager (AFM) at Hines is vital in maintaining the functionality, safety, and aesthetic quality of the company’s properties. The AFM works closely with site management teams to ensure that all facilities operations meet both operational standards and occupant needs. This position involves direct oversight of daily site operations, maintenance coordination, vendor management, and property inspections. The Assistant Facilities Manager acts as a critical liaison between property staff, vendors, and occupants, ensuring seamless communication and efficient handling of service requests and emergencies.

The AFM role demands a highly organized, proactive professional skilled in coordinating complex maintenance projects and managing multi-trade work orders. They are responsible for administering materials and supply management processes, analyzing operational data for continuous improvement, and supporting onsite special events and programs. Additionally, the role includes a strong vendor management component, such as scheduling, insurance compliance, quality assurance, and serving as an on-site point of contact.

Candidates for this role should bring strong interpersonal skills, effective communication abilities, and a solution-oriented mindset, essential for managing interactions with employees, visitors, contractors, and other stakeholders diplomatically and professionally. The ideal AFM demonstrates leadership qualities through initiative-taking, proactive problem-solving, and a commitment to maintaining a safe, clean, and welcoming environment. This position also requires basic physical activity, including property inspections involving stairs and restricted access areas, as well as occasional lifting of up to 25 pounds. The role may require participation in on-call rotations to respond to emergencies, ensuring uninterrupted management during critical situations.

By joining Hines as an Assistant Facilities Manager, individuals step into a role that not only demands operational excellence but also offers unlimited opportunities for career growth in a leading global real estate company dedicated to innovation, sustainability, and workforce diversity.

Job Requirements

High school diploma required
Bachelor’s degree in business administration or related field from an accredited institution preferred
Two years of relevant work experience in a professional office environment
Supervisory experience strongly preferred
Successful completion of the Hines Property Management Training Program or equivalent real estate knowledge
Ability to lift 25lbs
Work indoors approximately 90% of the time and outdoors 10% of the time
Ability to perform physical inspections including climbing stairs and accessing restrictive openings
Be accessible 24 hours a day during on call rotation for emergencies
Willingness to work overtime as business needs demand
Excellent interpersonal, verbal, and written communication skills
Strong organization, analytical and project management skills
Maintain composure and professionalism at all times
Advanced competence with MS Word, MS Excel, MS Outlook and other software programs
Ability to perform basic business math

Job Qualifications

Bachelor’s degree in business administration or related field from an accredited institution preferred
High school diploma required
Two years of relevant work experience in a professional office environment
Supervisory experience strongly preferred
Interact with employees, visitors and contractors with poise and diplomacy
Successful completion of the Hines Property Management Training Program or equivalent real estate knowledge
Ensure the property is well-maintained and aesthetically pleasing
Solution-oriented with strong organization, analytical and project management skills
Maintain composure and professionalism at all times
Excellent interpersonal, verbal, and written communication skills utilizing proper punctuation, grammar, diction, and style
Takes initiative and is a proactive leader always focused on continued improvement
Possess initiative to assume additional responsibilities
Set priorities and meet deadlines
Assist in managing the property’s financial activities
Advanced competence with a variety of software including MS Word, MS Excel, MS Outlook, and other requested software programs
Perform basic business math such as compute discount, interest, percentage, and profit/loss
Work indoors approximately 90% of the time and outdoors 10% of the time
Perform physical inspections of the property which may include climbing up and down stairs or accessing restrictive openings
Ability to lift 25lbs
During on call rotation, be accessible 24 hours a day in case of emergency and perform on-site operations management during disasters
Work overtime as business needs deem appropriate

Job Duties

Oversees and/or coordinates maintenance and repair work
Ensures proper response to work requests
Performs facilities inspections
Manage the physical space and daily operations for assigned site(s)
Coordinate projects, complex requests, and multi-trade work orders
Plan and coordinate installation and maintenance of assets housed within assigned site(s)
Assist with collecting and analyzing operational data to provide accurate reporting and insights for services, work order productivity, cost savings, and improvements
Administer the materials and supply management processes
Manage relationship as assigned, including property managers and other key stakeholders
Support on-site special events and programs as needed
Coordinate work schedules with vendors partners
Manage Warranty Service Requests and ensure completion of work
Ensure proper insurance certificates are on file for all vendors working on site
Serve as the primary on-site point of contact for vendors and escort vendors to work locations
Perform quality assurance for vendor-performed work
Ensure site documentation and records are maintained and up to date
Communicate regularly with customers regarding status updates and service requests ensuring that all requests are handled promptly, and services are tailored to the individual
Resolve assigned work orders including follow-up with customers as appropriate
Assist with data extraction, interpretation, and reporting on site activity
Ensure space plans and seating assignments are updated and accurate