Assistant Facilities Manager

What this job involves-

Site and Vendor Management:

• Manage the site in accordance with all agreed policies, procedures and contract scope.
• Assist with vendor management for maintenance of janitorial, mechanical, electrical, plumbing, carpentry, critical systems, HVAC, and others defined within the portfolio of respective sites.
• Support the sourcing SME and area/site managers through the vendor contract procurement process
• Ensure all vendors are in compliance with contract and all insurance requirements are met
• Ensure compliance with all health and safety, environment and risk management policies and procedures in conjunction with the area/site manager.
• Coordinate internally with other teams which may include fitness, food services, security and capital projects.
• Support the site and area manager in the implementation of short and long-term projects for the client.
• Any other activities to support site operations, including, but not limited to: moves/reconfigurations, events, safety, reception and mail services
• Track and audit client work orders within the Computerized Maintenance Management System (CMMS) to ensure vendor compliance with established Service Level Agreements (SLAs).

Client Relationship Management:

• 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.
• Support the implementation of innovative programs and processes that reduce short and long term operating costs and increase productivity.

Finance Management / Cost Control / Profitability:

• Assist the area/site manager to achieve or exceed financial targets and key performance indicators.
• Assist with the annual budgeting and quarterly forecasting processes for the site/s as well as prepare monthly spend reports (actual vs. budget, variance etc.)
• Manage vendor purchase orders, invoices, and payments
• Help to develop and approve the annual capital plan for each building, interfacing closely with the client
• Actively support an environment of teamwork, co-operation, performance excellence and personal success.
• Proactively manage the site operations team
• Participate in performance management program, and personal development planning
• Act as an ambassador for JLL by behaving consistently with cultural and ethical requirements
• Conduct monthly end-of-period financial reconciliations and identify billing discrepancies to minimize budget variances.

Leadership/Staff Management

• Lead, manage, develop and supervise a professional friendly, creative, energetic, and detail oriented team in the delivery of extraordinary events
• Provide excellent onboarding, training, and team building
• Actively support an environment of teamwork, co-operation, performance excellence and personal success
• Participate in the individual performance management program and personal development planning for members of the team
• Align with facilities leadership team as a manager and act in a manager capacity for anything at the site/s
• Act as an ambassador for JLL, adopting and maintaining the firm’s core values of Teamwork, Ethics and Excellence

Sound like you? To apply you need to have:

• Associate's or Bachelor’s degree in Facilities, Property, Business or related field desirable.
• Minimum 2 years of supervisory experience in facilities management or related field.
• Proficient in a range of information technology tools and platforms.
• Strong analytical, organizational and presentation skills.
• Experience utilizing enterprise workplace management systems, digital ticketing platforms, and data reporting tools.
• Proficiency using generative AI tools and conversational search applications to accelerate data analysis, draft communications, and improve operational workflows.