Facilities Analyst in Wakefield

Under the supervision of the Facilities Manager, the Facility Analyst will manage and troubleshoot everything related to building repairs and aesthetic issues that arise in the client retail stores. The Facility Analyst is charged with ensuring that vendors and projects are managed appropriately, meeting budget and timelines, while escalating any issues to management for continuous improvement. This is a highly cross‑functional role working closely with onsite building property managers, store planning, and Finance & Accounting. This person will also be expected to support the day‑to‑day implementation of policies, procedures, programs and workplace services delivery that provides a well‑managed and well‑maintained building. Places an emphasis on a positive response to the concerns and needs of the tenants, environmental health and safety, and quality programs, in coordination with the client’s goals and objectives.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Ensure the day‑to‑day operations of the client retail properties, including janitorial, life‑safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with C&W policies and client directives.
• Ensure all contracts are reviewed regularly and are bid out as required, and confirm invoices match contract pricing.
• Supervise all maintenance programs relating to the interior and exterior conditions and appearance of the properties.
• Manage Handyman Program.
• Responsible for all work orders until completion through invoicing (Date created or last reviewed).
• Active management of scheduled maintenance programs.
• Maintain open communication with the Jacobs helpdesk on work order information.
• Provide updates of any vendor changes.
• Provide PM schedule changes.
• Assist in Store Set‑ups and closures as needed.
• Customer Support.
• Assess retail location in person for any issues or concerns.
• Review completed vendor work and address deficiencies.
• Discuss any concerns Store or Retail Senior FM or Retail FM Director may have.
• Scheduled reporting to Consumer Ops Leaders.
• Under the direction of the Facility Manager, respond promptly to requests for building maintenance, repairs, cleaning needs, etc. from building occupants and for the implementation of ongoing contract programs to address and resolve.
• Prepare financial reports (monthly and quarterly), expenditures and purchase orders related to the assigned portfolio.
• Assist in providing information and reports necessary for the development of capital budgets for the facility, including contributions towards a five‑year plan of maintenance, facility improvement, and cost‑reduction initiatives.
• Collect, analyze and prepare reports of statistical data as required to provide accurate and current assessment of facility management objectives.
• Monitor and ensure tenants and vendors comply with insurance requirements and coordinate all claims as required.
• Periodically inspect the facility, systems, rooms, common areas, etc., and remedy any findings or issues.

KEY COMPETENCIES

• Communication Proficiency (oral and written)
• Technical Proficiency
• Problem Solving / Analysis
• Leadership
• Teamwork Orientation
• Relationship Management
• Financial Management

IMPORTANT EDUCATION

• Associate's degree in facilities management, building, business or other related field required.

IMPORTANT EXPERIENCE

• Minimum of 3-5 years relevant experience, preferably in commercial or industrial real estate with facility management experience.
• Experience in maintenance, construction, engineering and all facets of property operation and building management preferred.
• Retail facilities experience preferred.
• CMMS/Work Order Management experience preferred.

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Certified Facility Manager (CFM), IFMA, BOMA industry certifications recommended; other engineering, business or technical training or certifications a plus.
• Ability to read and understand construction specifications and blueprints.
• Proficient in understanding management agreements and contract language.
• Skilled in Building Management System maintenance and monitoring.
• Excellent computer and systems knowledge; strong literacy in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong discipline of financial management including tracking, budgeting and forecasting.
• Knowledge of Yardi (a plus).

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines, and may require travel between properties in varying weather conditions.

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.