Business Unit:

Cubic Transportation Systems

Company Details:

When you join Cubic, you become part of a company that creates and delivers technology solutions in transportation to make people's lives easier by simplifying their daily journeys, and defense capabilities to help promote mission success and safety for those who serve their nation. Led by our talented teams around the world, Cubic is committed to solving global issues through innovation and service to our customers and partners.

We have a top-tier portfolio of businesses, including Cubic Transportation Systems (CTS) and Cubic Defense (CD). Explore more on Cubic.com.

Job Details:

Job Summary

The Facilities & Workplace Services Assistant Manager is responsible for overseeing all aspects of facilities operations, workplace management, and employee services across corporate office environments. This role ensures the seamless operation of physical workspaces, maintains compliance with safety and regulatory standards, manages vendor relationships and budgets, and creates a professional, safe, and efficient workplace that supports organizational productivity and employee satisfaction.

Approximately 30% of this role encompasses corporate travel management functions, supporting the organization's business travel program through policy management, vendor coordination, and travel arrangement oversight. This is a strategic and operational role requiring strong leadership capabilities, technical knowledge of building systems, financial acumen, excellent stakeholder management skills, and corporate travel program expertise.

Key Responsibilities

Facilities Operations & Maintenance (70%)

• Plan, coordinate, and oversee all facility installations, maintenance, repairs, and refurbishments including telecommunications, HVAC, electrical, plumbing, and building infrastructure
• Conduct regular inspections and assessments of building structures, systems, and grounds to identify maintenance needs, safety risks, and opportunities for improvement
• Manage the upkeep of equipment and supplies to meet health, safety, and operational standards
• Develop and implement preventative maintenance schedules and protocols to minimize downtime and extend asset life
• Ensure all facilities systems (HVAC, electrical, plumbing, fire safety, security) are functioning optimally and comply with local building codes and regulations
• Oversee building projects and renovations from planning through execution

Workplace Services & Space Management

• Allocate office space and parking facilities according to organizational needs, ensuring optimal space utilization and employee accessibility
• Manage workplace services including hospitality, cleaning, janitorial services, waste disposal, and general office support
• Oversee office services coordination including meeting room management, equipment logistics, employee events, and internal programs
• Ensure facilities remain clean, well-maintained, and conducive to employee productivity and well-being
• Support workplace experience initiatives, including return-to-office programs, office moves, and workspace optimization projects
• Coordinate with cross-functional teams (HR, IT, Engineering, Finance etc) to deliver integrated workplace solutions

Vendor & Contractor Management

• Identify, evaluate, and contract with external vendors and service providers for cleaning, maintenance, security, catering, landscaping, and specialized services
• Oversee and supervise vendor performance, ensuring compliance with service level agreements (SLAs), quality standards, and contractual obligations
• Manage performance reviews, KPI tracking, and continuous improvement initiatives with vendor/supplier teams
• Negotiate contracts and manage vendor relationships to optimize service delivery and cost-effectiveness
• Address vendor-related issues, resolve disputes, and implement corrective actions as needed
• Develop and maintain vendor frameworks and performance metrics

Budget Management & Financial Controls

• Forecast, develop, and manage facilities and operations budgets with accuracy and accountability
• Monitor and control operational expenses, including utilities, maintenance, supplies, vendor services, and staffing
• Track and analyze facility costs to identify savings opportunities and implement cost reduction initiatives
• Manage service contracts, and procurement activities within budget parameters
• Prepare financial reports, forecasts, and analyses for management review
• Provide data-driven recommendations for capital expenditures and operational investments

Safety, Compliance & Security

• Ensure full compliance with local and national health, safety, and building regulations, including environmental standards and energy efficiency requirements
• Develop and implement workplace safety protocols, emergency response procedures, and business continuity plans
• Maintain accurate safety documentation and incident reports coordinate with relevant authorities when required
• Oversee security measures, access controls,ID card management and parking facility management
• Conduct safety training and awareness programs for facility staff and building occupants
• Monitor compliance with fire safety, hazardous materials handling, and workplace ergonomic standards

Record Keeping & Reporting

• Maintain comprehensive financial and non-financial records including contracts, maintenance logs, equipment inventories, and budget documentation
• Generate regular reports on facilities operations, maintenance activities, budget performance, and key metrics
• Prepare detailed analyses and forecasts for strategic planning and decision-making
• Document procedures, policies, and standard operating guidelines for all facilities functions
• Track and report on sustainability initiatives and energy consumption metrics

Team Leadership & Development

• Supervise and manage facility staff including custodians, technicians, maintenance specialists, and groundskeepers
• Recruit, train, and develop facility team members conduct performance evaluations and career development discussions
• Establish performance expectations, delegate responsibilities, and monitor work quality
• Foster a professional, safe, and collaborative work culture within the facilities team
• Coordinate with external contractors and manage multiple stakeholders with competing needs

Technology & Innovation

• Manage facilities technology systems including CMMS (Computerized Maintenance Management Systems), ticketing systems, workplace booking systems, and office communication platforms
• Evaluate and implement new technologies to improve operational efficiency, reduce costs, and enhance user experience
• Analyze data and generate insights through reports, dashboards, and visual representations to support data-driven decision-making
• Initiate efficiency improvements and process optimizations leveraging technology solutions
• Support IT and HR departments in delivering effective onboarding and workplace technology experiences

Corporate Travel Management (30%)

Travel Policy & Program Management

• Develop, implement, and maintain corporate travel policies and guidelines aligned with organizational objectives and regulatory requirements
• Establish preferred vendor relationships with airlines, hotels, car rental agencies, and travel management companies
• Set travel budget parameters, approval thresholds, and reimbursement guidelines for different employee levels and travel types
• Monitor compliance with travel policies and coordinate with HR and finance teams on policy adherence
• Regularly review and update travel policies based on market trends, regulatory changes, and organizational needs

Travel Arrangement & Coordination

• Oversee booking and coordination of business travel including Visa, flights, accommodations, ground transportation, and ancillary services
• Manage complex and international travel arrangements for executives and employees
• Prepare detailed travel itineraries, booking confirmations, and travel documentation for business travelers
• Coordinate special travel requests including VIP travel, group travel, and executive travel logistics
• Arrange ground transportation, meet-and-greet services, and travel-related logistics for senior management as needed

Travel Vendor Management & Negotiation

• Identify and evaluate travel service vendors and suppliers (airlines, hotels, car rentals, travel management companies)
• Negotiate competitive rates and service agreements with travel vendors to achieve cost savings and service quality objectives
• Manage vendor performance through SLA monitoring, performance metrics, and regular review meetings
• Maintain strategic partnerships with preferred travel suppliers to secure best rates and priority services
• Address vendor-related issues and ensure service recovery for travel arrangement problems

Travel Budget & Cost Management

• Manage travel budgets and monitor travel expenditures across the organization
• Track travel spend, analyze travel data, and identify cost-saving opportunities
• Conduct cost-benefit analysis for travel program investments and technology implementations
• Monitor and control travel-related expenses to ensure ROI and budget adherence
• Generate travel spend reports and present findings to senior management

Travel Support & Problem Resolution

• Provide comprehensive travel support to employees including pre-travel assistance, during-travel troubleshooting, and post-travel follow-up
• Handle travel-related inquiries, requests, and complaints in a timely and professional manner
• Resolve travel emergencies, flight disruptions, and booking issues promptly and effectively
• Coordinate with travel insurance providers and manage travel-related claims and reimbursements
• Maintain traveler safety protocols and ensure compliance with travel safety guidelines

Travel Data & Analytics

• Collect, analyze, and report on travel data including spending patterns, vendor performance, and traveler behavior
• Develop dashboards and reports to track key travel program metrics and KPIs
• Use travel analytics to identify trends, optimize travel program performance, and recommend improvements
• Prepare management reports on travel program effectiveness, cost trends, and strategic recommendations
• Communicate insights to stakeholders to drive informed travel decision-making

Required Qualifications

Education

• Bachelor's degree with experience in Facilities Management, Business Administration, Real Estate, Hospitality, or a related field
• Or equivalent professional experience (8+ years in facilities management or workplace services combined with travel management experience)

Experience

• Minimum 8-10 years of progressive experience in facilities management, workplace services, operations management, or a related field
• Demonstrated experience managing facilities operations for corporate office environments with multiple users
• Minimum 2-3 years of experience in corporate travel management, travel coordination, or business travel program administration
• Proven track record of vendor management, contract negotiation, and service provider oversight across both facilities and travel domains

Worker Type:

Employee