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Job Details

Assistant Facilities Manager

Company name
AIR (The American Institutes for Research)

Washington Navy Yard, DC

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Job Location US-DC-Washington

Job ID 10226

Job Location United States

Category Facilities/Logistics/Purchasing


Overview: The American Institutes for Research (AIR) is one of the leading Behavioral and social science

research organizations in the world. The AIR Facilities Management (FM) Unit provides its clients with all facets

of facilities management support in a collaborative, team and customer-oriented environment. Our staff is

constantly motivated and challenged by these goals and we provide a high level of client-oriented service in a

fast-paced, constantly changing environment.

Position Summary: AIR is currently seeking a Facilities Associate to join the FM Unit at our Thomas Jefferson

Street locations in Washington, DC. The Facilities Associate reports to the Senior Facilities Manager in the

Facilities Department. This position will provide professional, courteous and timely service to all AIR staff and

their guests in order to provide the best working conditions possible on a daily basis. Responsibilities include:


- Maintain assigned floors to a Class A Standard by conducting walkthroughs, issuing tickets along with

follow up for completion, utilizing leave behind cards and ensuring that staff needs are being addressed

in a timely manner by FM, Property Management and Vendors.

- Provide support in the areas of requisition requests, invoice reconciliation, vendor oversight and other

duties related to the appearance, functionality and life/safety readiness of AIR offices in Georgetown.

- Parking Program: Provide all administrative duties associated with staff parking program to include

vendor oversight of both physical parking garage in 1000TJ along with parking applications, IWMS

updates, activate/deactivate parking stickers and invoice reconciliation.

- Provide back up as scheduled by FM and Senior FM to Facilities Help Desk and Reception. This includes

daily scheduled coverage and ad hoc coverage, following FM processes and procedures while manning

phones, greeting guests and addressing walk up customers.

- Provide coordination with vendors for work ticket requests, special price quotes and supervision on

project work. Supervise Janitorial vendor in secure areas of buildings.

- IWMS: Utilize Footprints as Facilities exclusive O & M communications tool, ensure data integrity

through floor walks, reporting and weekly meetings with Managers and Systems Administrator. Track

all work according to standard process and procedure and to meet tracking, reporting and service level

goals. Utilize FM Interact for staff and space updates to include floorplans utilizing AutoCAD, move

records, ergonomic assessment information and benefit records. For both IWMS systems, review

service requests, complete work, log, track and perform data entry tasks in a timely and accurate


- Schedule and perform ergonomic assessments for staff and explain ergonomic options. Coordinate

approved medical assessments with vendor. Obtain quotes, produce requisitions, provide vendor

oversight and supervisor vendor work in order to obtain equipment and furniture to meet ergonomic


- Provide dispatching support as scheduled by FM or Senior FM. Utilize FM Interact and Event

Management Systems Software as instructed.

- Invoice and PD Management: Process all invoice payments within one calendar week of receipt from

vendors, contractors or accounts payable. Utilize weekly and monthly reports to ensure all P0 funding is

in place for current and expected yearly expenses and make recommendations for adjustments as

required. Follow up with all vendors/contractors monthly to ensure the timely submission of invoices.

- Other Facilities related duties as may be assigned to meet the needs of the workplace.


- High school diploma or equivalent required, FM Credentials (e.g. certificate of FM or FMP). Bachelors

Degree in FM or related field preferred.

- A minimum of 3 years experience with direct facility services experience in a corporate environment is


- Excellent verbal and written communication skills including the ability to speak, read and write English

sufficient to communicate effectively with a highly educated workforce

Ability to operate a desk top computer or tablet computer and job related software (MS Outlook MS

Word, MS Excel) Proficiency in AutoCAD and IWMS software preferred

- Ability to individually lift 60 lbs required

- Keen attention to detail

- Customer service orientation

- Demonstrated ability to work as part of a team as well as work independently with limited or no direct

supervision within tight established deadlines is essential

- Flexible and willing to learn and implement new systems, processes and procedures.


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Company info

AIR (The American Institutes for Research)

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