Full Time Assistant Facilities Manager in Beverly Hills
The Assistant Facilities Manager supports the Facilities Manager in the daily leadership, upkeep, and operational stewardship of multiple private residences and estate properties throughout Los Angeles. This role contributes significantly to ensuring that all structures, systems, landscapes, vehicles, and recreational spaces are maintained to the highest standards of presentation, safety, and functionality reflective of a luxury residential environment.
Acting as a key liaison between the Facilities Manager, property staff, and a wide network of vendors and contractors, the Assistant Facilities Manager helps facilitate seamless property operations, anticipates maintenance needs, coordinates service activity, supports project execution, and ensures that each property is visit-ready for principals and guests. This position requires professionalism, discretion, and a proactive, solutions-focused mindset.
Core Responsibilities
Operations & Property Stewardship
• Assist in daily facilities operations to maintain five-star property standards across all assigned residences.
• Conduct routine inspections of buildings, grounds, mechanical systems, and equipment to ensure cleanliness, functionality, and safety.
• Support the implementation and documentation of SOPs, maintenance protocols, inspection schedules, and seasonal readiness plans.
• Assist with the care and organization of estate vehicles, tools, equipment, and inventory.
• Help prepare properties for principal and guest arrivals, ensuring all areas are polished, functional, and aligned with service expectations.
• Coordinate preventative maintenance efforts and monitor the condition of high-end finishes, furnishings, and sensitive systems.
• Respond promptly to facility-related alerts, issues, and work requests, escalating to the Facilities Manager when needed.
Vendor & Contractor Coordination
• Support scheduling, supervision, and communication with vendors, contractors, and service partners.
• Ensure all vendors comply with safety, security, confidentiality, and access-control protocols.
• Track service completion, verify quality standards, and document all vendor activity in maintenance logs.
• Assist in the onboarding process for new vendors, including coordination of NDAs, documentation, and credentialing.
• Act as an on-site representative for projects, maintenance visits, or service installations when the Facilities Manager is unavailable.
Administrative & Project Support
• Maintain and update facility logs, maintenance schedules, service records, and asset tracking documents.
• Assist with administrative tasks including work orders, job tracking, reporting, and correspondence.
• Support planning and follow-up for renovations, upgrades, or special projects, ensuring timelines and deliverables remain on track.
• Help prepare budgets, track expenses, reconcile receipts, and assist in invoice submission or approval workflows.
• Contribute to identifying cost-saving opportunities while maintaining quality and operational integrity.
Safety, Security & Compliance Support
• Ensure that all properties adhere to internal safety standards, emergency procedures, and operational protocols.
• Report and escalate potential hazards or system irregularities to the Facilities Manager.
• Monitor access control procedures during vendor visits, ensuring the protection of principal privacy and property security.
• Support emergency preparedness planning, drills, and facility readiness checks as needed.
Guest & Visit Readiness Support
• Assist with preparing properties for guest arrivals, family visits, and special events from a facilities and readiness standpoint.
• Ensure all building systems, lighting, exterior areas, and mechanical assets are fully operational prior to visits.
• Coordinate with housekeeping, service teams, and security to support cross-departmental readiness.
• Maintain discretion, respect for privacy, and a polished presence when principals or guests are onsite.
Skills & Competencies
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Proven attention to detail and commitment to maintaining high property standards.
• Excellent communication skills and the ability to collaborate across departments.
• Technical understanding of building systems (HVAC, electrical, plumbing, AV, security, irrigation).
• Proficiency with Microsoft Office, maintenance software, and digital tracking tools.
• Discretion, confidentiality, and professional judgment in handling sensitive information.
• A proactive, reliable, and solutions-oriented approach to problem-solving.
• Ability to remain calm and responsive in fast-paced or high-pressure environments.
Education & Experience
• Minimum 3+ years of experience in facilities, property, hospitality, or estate operations.
• Experience in luxury residential settings or high-end hospitality environments preferred.
• Familiarity with high-end finishes, estate systems, and proper standards of care.
• Valid California driver's license and clean driving record.
Physical Requirements & Working Conditions
• Ability to lift up to 50 lbs and perform hands-on tasks.
• Comfortable working indoors, outdoors, and in varying weather conditions.
• Ability to navigate multiple estates throughout Los Angeles.
• Must be available for occasional travel or off-site assignments.
Schedule
• Full-time position with flexibility required for evenings, weekends, and on-call needs.
• Schedule may shift depending on principal presence, project timelines, or emergencies.
Reporting Relationships
• Reports to: Facilities Manager / Property Manager
• Supervises: May oversee vendors, contractors, or part-time maintenance staff as delegated by the Facilities Manager
Background Check
Employment is contingent upon the successful completion of background and reference checks.