Assistant Building Manager

Purpose of the Position

1. Responsible for the day-to-day efficient operation and maintenance of the mechanical and electrical equipment in the building. Be familiar with the various administrative and non-mechanical procedures of the building to allow him to stand in for the Building Manager when required.
2. Responsible for the direct supervision and training of all engineering personnel employed at the facility.
3. Responsible for budget control of all contracts, repairs, and maintenance items, etc. as listed under the “Administrative” section of this job description.
4. Responsible for the supervision of Fire/Life Safety control within the building.

Experience and Specialized Knowledge Required

1. In-depth knowledge of mechanical, fire safety, electrical, plumbing, and control systems. These include all HVAC, electrical, pneumatic, fire alarm, and suppression and plumbing systems.
2. Knowledge of building contracts and specifications.
3. Knowledge in security operations, cleaning procedures, and other procedures relating to the building.
4. Demonstrate the ability to both supervise and motivate building staff.
5. Knowledge of budget requirements and reporting procedures.
6. Must possess or obtain any permits or licenses required by law or code (see “Certifications”).
7. Excellent interpersonal, writing, and organizational skills.
8. Good knowledge of PC word processing and spreadsheets.

Specific Duties

1. Assist the Building Manager with interviews and select personnel who are best qualified for positions.
2. Conduct regular meetings with the building office staff and contractors to review performance. Discipline the various subordinates under his direct report.
3. Ensure that all work by mechanical maintenance contractors supervised, and where applicable assure compliance with codes and design specifications.
4. Maintain a control file, ensuring that all changes related to all building systems are kept on file and included on updated drawings. Maintain a drawings log.
5. Oversee the training of building personnel with regards to the building‘s mechanical, electrical, etc. systems.
6. Ensure that the Condenser Water requirements list is always kept up to date.
7. Oversee the coordination of various test procedures of building systems with associated contractors and staff members to achieve established objectives.
8. Coordinate with engineering staff in the operation and maintenance of the building systems.
9. Ensure that all equipment is maintained in accordance with the manufactures recommendations by keeping a close check on the introduction of new equipment and ensuring the periodic inspections of all the equipment.

10. Ensure that a preventive maintenance program is established, and equipment is maintained in accordance with manufacturers’ recommendations and Company guidelines in order to minimize equipment failure and maximize equipment efficiency.
11. Coordinate with on-site electrical staff and direct all energy conservation programs.
12. Have sufficient knowledge of construction to supervise and coordinate all construction work to ensure that all alterations are performed in accordance with the building standards and local code requirements.
13. Assemble prices for proposed construction projects
14. Expedite punch lists, if required, prior to tenant occupancy of user spaces.
15. Ensure that no tenant alterations begin unless coordinated with the Building Office.
16. Assist the Building Manager in preparing and review of monthly budget statements with the budget versus actual amounts.
17. Assist the Building Manager in developing quarterly year-end projections and budgets for the building.
18. Have full knowledge of accident reporting procedures. Report all accidents with complete details to the Risk Management Department
19. Be familiar with Building Management Systems and how it relates to building operations.
20. Knowledge about all life safety systems and procedures.
21. Assist the Building Manager and Manager of Fire/Life Safety in the coordination of fire safety and all aspects of present fire law as they apply to the building.
22. Assist the Building Manager in the coordination with the local Fire Department to obtain the required certification and adhere to specific Fire Plan Regulations.
23.  Administer special projects that may be assigned by the Building Manager or Senior Property Managers.
24. Maintain the building plan file, ensuring that all changes related to mechanical, plumbing, electrical, and fire systems are incorporated into these plans as they occur.
25. Responsible for the coordination and implementation of system testing procedures.
26. Responsible for coordination of tenant work (i.e., restacks, etc.) This may include holding meetings, receiving, reviewing drawings, obtaining approval of all drawings. Receiving/reviewing final job sign off documentation, punch list completion, job site inspection, and operation of new equipment if applicable.

Administrative

1.  Be familiar with building purchasing procedures.
2. Assist with the preparation and administration of building operating budgets. Ensure those budget goals are met for all contracts, contractors, vendors, etc. that fall under your areas of responsibility
3. Provide project cost estimates, including multiple bids upon request.
4. Provide and maintain budget forecast.

Mechanical

1. Have a thorough knowledge of all building mechanical systems and controls.
2. Coordinate with the assigned staff members in the operation of the mechanical, electrical, and plumbing systems.
3. Establish and maintain a preventive maintenance program in accordance with Company guidelines in order to minimize equipment failure and maximize product efficiency.
4. Maintain all mechanical equipment in a first-class condition by keeping a close check on the introduction of new equipment, periodically checking phase balance, and cleanliness of all electrical switch gear and distribution rooms.

4. Coordinate and direct all energy efficiency conservation programs. Specific programs may include:

1. • EPA Greenlights Lighting Reduction Program
   • HVAC Start/Stop Program
   • CFC Reclamation
   • Indoor Air Quality

6. Certification(s)
   • Refrigeration license
   • Fire Safety Director Certificate
   • Certificate of Fitness- Standpipe, Sprinkler and Air Compressor
   • Pesticide Applicator Certificate (NYS)- Category, Cooling Towers
   • CFC Certificate

Budget Responsibilities

1. Have knowledge of the annual operating budget and all related budget categories.
2. Prepare budget forecasts for each related contract service and budget line items.
3. Report (in writing) to the Building Manager on budget variances.
4. Ensure that contract service costs are held to a minimum by tracking services needed and services provided by all contractors and vendors.
5. Provide daily/monthly operating reports as required for mechanical and electrical equipment.