Assistant Facilities Manager - job 1 of 7

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Assistant Facilities Manager

Position Overview

Working closely with the Facility Manager, this position ensures operational excellence across multiple properties and client locations. The ideal candidate is detail-oriented with the ability to manage competing priorities while upholding exceptional service standards across the entire facility portfolio.

Roles & Responsibilities

Client Relationships

• Proactively develop and manage client relationships ensuring that expected service levels are achieved
• Comply with all requirements of the Client contract and meet or exceed Key Performance Indicators
• Deliver an exceptional quality of service to the client, as reflected by client feedback
• Serve as a key point of contact for day-to-day client inquiries and requests
• Participate in regular client meetings to discuss service delivery performance and identify areas for improvement

Service Delivery

• Manage the sites in accordance with all agreed policies, procedures and contract scope
• Identify opportunities for improved operation to drive efficiencies (process and cost) and make recommendations to the FM for consideration
• Assist with various sites responsibilities for mechanical, electrical, plumbing, carpentry, critical systems, HVAC, generator and others defined within the portfolio of respective sites
• Support the implementation of innovative programs and processes that reduce short and long term operating costs and increase productivity
• Ensure compliance with all Health and Safety, Environment and Risk Management policies and procedures, manage repairs and maintenance, minor works and other requests received via the help desk, tracking to completion
• Manage vendors, ensuring services are delivered in accordance with the contract and to agreed standards. Document and escalate instances of poor performance
• Coordinate internally with other teams which may include but not limited to Sourcing, Finance, Reliability Engineering, Lease Admin, Corrigo CPA, Projects, and Client Global Real Estate.
• Support the Site and FM in the implementation of short and long-term projects for the client
• Maintain and update Standard Operating Procedures (SOPs) and emergency response documentation for the site as required
• Update and maintain accurate records and official documentation for the site/s
• Deliver badge data reports as requested
• Conduct regular site inspections and quality audits to ensure facility standards are maintained
• Manage space planning and allocation in coordination with client requirements
• Oversee preventative maintenance programs to maximize asset life cycles
• Coordinate emergency preparedness programs and lead drills as required
• Any other activities to support site operations, including, but not limited to: Moves/reconfigurations, events, safety, reception and mail services

Finance Management / Cost Control / Profitability

• Assist the FM to achieve or exceed financial targets and ensure effective, efficient and economic operation of assigned responsibilities
• Ensure that operational expenditure for the site/s is managed within agreed budgets and identify efficiencies
• Assist with the annual budgeting and quarterly forecasting processes for the site/s
• As requested by the FM, prepare current financial year budget spend reports (actual vs. budget, variance etc.)
• Manage payments to vendors where applicable, using available systems, complying with all relevant policies
• Help to develop and approve the annual capital plan for each building, interfacing closely with the client
• Ensure compliance within delegated financial and contractual authorities
• Identify and implement cost-saving measures without compromising service quality
• Maintain accurate inventory control systems for facility supplies and equipment

Team Management

• Actively support an environment of teamwork, co-operation, performance excellence and personal success
• Proactively manage the site operations team
• Participate in the individual performance management program, and personal development planning
• Foster a culture of continuous improvement and professional development

Qualifications & Requirements

• Bachelor or Associate Degree preferred or equivalent work experience
• Minimum 2 years' experience of supervisory experience in facilities management or related field
• Knowledge of customer service principles and practices
• Good organizational and interpersonal skills with a strong customer focus
• Proficiency in a range of information technology tools and platforms – MS Office, CMMS, strongly preferred
• Strong analytical, organizational and presentation skills
• Demonstrated intermediate to advanced written communication skills (spelling, grammar and punctuation) and verbal communications skills
• Able to work independently with minimal supervision
• Prioritize and manage the completion of projects in an efficient and timely manner
• Ability to quickly learn how to use any Company required software
• Working knowledge of building systems, construction principles, and industry regulations
• Experience with sustainability initiatives and energy efficiency programs preferred
• Strong problem-solving abilities and resourcefulness
• Excellent time management and multitasking capabilities

Join our team and help deliver exceptional facility management solutions that enhance workplace experiences and drive operational excellence.

Location:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary 

• Paid Time Off and Company Holidays

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For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at accomodationrequest@am.jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Accepting applications on an ongoing basis until candidate identified.