Job Description

The Assistant Service Manager is responsible for the operational management and effective daily leadership and administration of the engineering, concierge, & janitorial teams with the objectives of safely, efficiently, and effectively operating machinery and systems in a cost-effective manner. The Service Manager must ensure the highest level of professionalism, while meeting the clients’ needs, and a commitment to achieving the goal of 100% uptime throughout the teams. Responsible for protecting and improving the value of the client’s assets and ensuring that building engineering systems continue to perform their intended function. The Service Manager will implement and manage the reliability-based maintenance function. The Service Manager also executes equipment inspection and monitoring programs; defines and implements maintenance best practices to improve overall mechanical equipment uptime; and continuously evaluates current maintenance, operations and reliability methods and implements changes to enhance effectiveness at increasing value-maximizing performance.

Essential Duties and Responsibilities: (Includes the following. Other duties may be assigned.)

• Monitors operation and maintains refrigeration, water cooling and air conditioning equipment; boilers, heating, ventilating and hot water equipment; pumps, valves, piping and filters; other mechanical and electrical equipment; reviewing logs as necessary to assure proper operation of equipment; responsible for reporting any problems/malfunctions on an as need basis. Performs preventive tasks when required. Oversees repair and P.M. of HVAC systems; determines frequency of repair and/or P.M. for HVAC systems
• Ensures the availability of an adequate inventory of tools and other supplies to operate the building. Specific duties include but are not limited to preparing and submitting purchase orders requests, developing sources for stock materials and performing periodic checks of inventory levels and equipment conditions.
• Responsible for overseeing the activities of contractors working within the building either as representatives of the building itself or tenants operating within the buildings.
• Responsible for overseeing concierge & janitorial teams throughout. This includes scheduling, education/enhancement, and discipline.

Safety

• Identify safety hazards within the building and incorporate the remediation of such hazards to ensure that the building’s staff and occupants work in a safe environment. Implement, administer, and manage safety training program.
• Ensure that compliance of all regulatory laws and guidelines are met as they relate to the operation of the building’s infrastructure. Responsible for alerting management of building discrepancies.
• Maintain all infrastructure and compliance documentation for the building including up-to-date building drawings and single-lines as well as documentation mandated for the purpose of maintaining regulatory compliance with Federal, State or Local law.

Leadership

• Supervise and manage building maintenance staff including hiring, training and personal development
• Ensure that the FWF (Facility Workflow) is a well-understood process among the building staff, engineers, tenants and contractors who perform work on the building’s critical infrastructure.
• Develop QA/QC processes and enhance Central Energy Plant policies / procedures.
• Facilitate MEP and infrastructure assessments.
• Provide a greater emphasis on the management of preventative vs. corrective maintenance.
• Support and continue implementation of recent staff schedule changes.
• Assist with design standards and be a resource for operational issues.

Training

• Provides training and support aimed at expanding the capabilities of the operations staff. Specific duties include but are not limited to: demonstrating the proper use and care of tools and instruments, giving hands on instruction in basic maintenance, safety and troubleshooting procedures, recommending relevant outside engineering courses for enrollment and instilling an overall level of professionalism in manner and appearance.
• Stays abreast of changes (safety and code) in the field through seminars and other educational means.
• Provides information for input to client work order tracking system to initiate work orders for unscheduled jobs, develop materials lists for ordering, and may be required to provide technical support for projects.
• Responds to emergency situations and traces, troubleshoots and repairs problems; may wear a pager and or carry a shop radio for rapid response. conducts general housekeeping to mechanical/electrical rooms including sweeping, mopping and painting.
• Completes work in accordance with UG2 Business Systems Standard Operating Procedures and Work Instructions.
• Any and all other duties and tasks assigned.

Supervisory Responsibilities

• Seven to ten years of Facility Management experience in a residential environment
• Excellent verbal and written communication skills and the ability to interact effectively at all levels
• Three to Five years leading successful trades teams providing a world class service

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Design - Demonstrates attention to detail.

Problem Solving - Identifies and resolves problems in a timely manner.

Technical Skills - Strives to continuously build knowledge and skills; Shares expertise with others.

Customer Service - Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills - Listens to others without interrupting; keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication - Listens and gets clarification; Responds well to questions.

Written Communication - Edits work for spelling and grammar; able to read and interpret written information.

Teamwork - Contributes to building a positive team spirit; Supports everyone's efforts to succeed.

Cost Consciousness - Conserves organizational resources.

Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences.

Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.

Motivation - Measures self against standard of excellence.

Planning/Organizing - Uses time efficiently.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality.

Quantity - Completes work in timely manner; Works quickly.

Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.

Initiative - Asks for and offers help when needed.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

One-year certificate from college or technical school or one to three months’ related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Spanish speaking a plus.

Mathematical Skills

Ability to calculate and apply the concepts of figures and amounts such as discounts, interest, commission, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

• Basic skills such as Internet searches, use of email systems, electronic manuals, electronic learning, etc.

Certificates, Licenses, Registrations

• Universal CFC
• Technical degree in HVAC or seven or more years of related experience
• Black Seal license preferred

Other Skills and Abilities

• Mechanical and electrical aptitude with basic HVAC equipment is required
• Must be able to change refrigeration compressors, service cooling towers, rebuild or replace large centrifugal pumps, service & repair VAV boxes, troubleshoot and repair energy management controls and programming.
• Must be able to work varying shifts, weekend and holidays as needed.

Other Qualifications

• Must be able to respond to emergencies when needed.
• Must be able to use a variety of hand and power tools and be able to off of ladders, staging, and power platforms.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand; walk and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit and climb or balance. The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts and risk of electrical shock. The employee is occasionally exposed to wet and/or humid conditions; high, precarious places and outside weather conditions. The noise level in the work environment is usually quiet to loud.

About UG2:

At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.

Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.