Assistant Director of Site Management (Honolulu, HI)

Join Our Ohana at IFSH: Assistant Director of Site Management

Integrated Facility Services Hawaii (IFSH) is listed as one of Hawaii’s Best Workplaces and Hawaii’s Fastest Growing Companies for 2023. We are the facility management industry leaders in janitorial, landscaping, maintenance, and site management services. We offer competitive wages and benefits package, management and technical training, and opportunities for advancement and growth.

Our Assistant Directors of Site Management are smart, savvy team leaders with a passion for customer service and enhancing the quality of life for residents. Our Assistant Directors of Site Management possess exceptional communication skills, embrace challenges, while overseeing the day-to-day management and property operations, including financial performance, resident satisfaction, and team performance.

Salary: $55,000-$60,000 year

Job Type: Full-time

Shift and schedule: Monday to Friday, Weekends as needed, On-call

Benefits:

• Competitive salary based on experience
• Health, dental, and vision insurance
• Paid time off
• Paid holidays (including birthday holiday)
• 401k Retirement Fund with Company Contribution
• Free cancer insurance
• Employee referral program
• Opportunities for professional development
• A supportive and collaborative work environment

Key Responsibilities:

• Build community and industry knowledge by engaging and assisting Site Managers in planning community events and providing recommendations for training.
• Connect people to the community by assisting Site Managers with problems pertaining to their residents as appropriate.
• Support maintenance operations by partnering with the Site Management Team to provide a sparkling product through preventive maintenance, timely and efficient repairs, and a highly organized make-ready process.
• Inspect all areas with the Site Managers on a quarterly basis to assure the cleanliness and order of the property.
• Assist the Site Managers in assuring that all service contracts are properly executed, obtaining proposals for repairs that cannot be done in-house, and overseeing and managing all major and minor building projects.
• Partner with Property Managers to prepare and follow an operating budget and to plan community capital improvements, repairs, contract developments, and negotiations.
• Supervise work done by Site Managers, assure they fully understand their job duties, and provide training and guidance as necessary.
• Serve as the backup contact for all Site Managers and respond to all after-hour emergencies which may include fire, water, elevator entrapment, etc.
• Attend Board Meetings at key sites and review each Site Manager’s monthly report every month.
• Assist with recruiting and hiring new Site Managers, consistently recruit Site Managers to assure that all positions are filled, and there is adequate coverage for vacation requests.
• Review and approve Site Manager timesheets, verify accuracy, and enter payroll hours into the Attendance Record Spreadsheet.
• Create Quarterly and Yearly Goals with all Site Managers and assure goals are in line with the Company’s overall objectives.
• Submit Weekly Reports to the Director of Site Management detailing any issues, positive feedback, project updates, etc.
• Transition new Site Management Properties, assist new Site Managers in learning new properties, and assure they are fully trained and meeting client expectations. Fill in as the Site Manager if an immediate candidate is not available.
• Carry out disciplinary action as needed using proper personnel management skills.

Training for Site Managers:

• Preparation and posting notices and newsletters, enforcing all laws and rules where necessary, and issuing timely violations while properly tracking violations.
• Administrative functions associated with the property, including processing invoices, approving and submitting payroll, and organizing all records kept in the manager’s office in a neat and easily understandable manner.
• Preparation and submission of reports as required by the Board of Directors and maintain the master file of all minutes of the Board of Directors’ meetings.
• Creation of an Operations Manual for the property and continue to update as necessary.

Additional Responsibilities:

• Assist with planning, coordination and arranging training meetings for Site Management team. This will include reaching out to vendors for technical training.
• Send birthday and work anniversary e-cards to Site Management team for signatures each month.
• Keep a schedule of quarterly conversations for Site Managers
• Write and distribute email, correspondence memos, letters, and forms.
• Assist in the preparation of regularly scheduled reports.
• Maintain a digital filing system in SharePoint and OneDrive.
• Update and maintain company policies and procedures.

Minimum Requirements:

• Legally authorized to work in the United States
• Minimum age 18, with at least a high school diploma or equivalent
• Ability to complete pre-employment drug test and if hired, random drug testing
• Ability to pass criminal background check
• Flexible and adapt well to change
• Team Player
• 3 years supervisory experience

Preferred Qualifications:

• Strong organizational and communication skills.
• Ability to work independently and prioritize tasks effectively
• Ability to multi-task
• Excellent problem-solving and customer service skills
• Basic proficiency in computer applications
• General knowledge of cleaning and/or building maintenance (plumbing, HVAC, electrical), housekeeping, admin, and security

Candidates without experience will be considered if they have a strong willingness to learn and a variety of other skills or personality traits that fit the position requirements.

Integrated Facility Services Hawaii is an EO employer – Minorities/Females/Veterans/Disabled and other protected categories.

Please visit our website www.ifshi.com to learn more about us, our culture and the full list of career opportunities! Feel free to call us at (808) 892-9297 or email admin@ifshi.com for any questions.