JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

POSITION SUMMARY
The Assistant Facilities Manager provides comprehensive facility management oversight and operational support, ensuring seamless day-to-day operations while managing client relationships, vendor coordination, and team supervision. This role combines strategic planning with hands-on operational management to deliver exceptional facility services and maintain high client satisfaction levels.
DUTIES AND RESPONSIBILITIES
Facility Operations Management
Oversee and coordinate all aspects of facility operations to ensure optimal performance and service delivery.
Conduct daily facility inspections and coordinate corrective actions for identified issues
Serve as primary liaison between client, building management, tenants, visitors, and service providers
Manage facility-related projects from initiation through completion, ensuring timely delivery within budget
Supervise facility coordinators and support staff, providing guidance and performance management
Monitor and maintain facility management systems, implementing process improvements to enhance efficiency
Develop and implement standard operating procedures for facility operations
Respond to emergency situations and coordinate appropriate resources
Prepare operational reports, status updates, and presentations for client review
Ensure compliance with building codes, safety regulations, and organizational policies
Financial Management
Support budget planning and financial administration for facility operations.
Assist in preparation and management of annual facility operating budgets
Administer purchase systems and procurement processes for facility-related expenditures
Review and approve purchase order requests within delegated authority limits
Coordinate vendor registration in financial systems (JDE) according to JLL policies
Process goods receipts and invoice documentation for payment processing
Monitor expenditures against budget allocations and report variances
Maintain accurate financial records and tracking systems
Coordinate with JLL's Financial Service Center on invoice processing and payment queries
Support month-end and year-end financial reporting requirements
Vendor and Contract Management
Manage vendor relationships and service contracts to ensure quality delivery and value optimization.
Evaluate, select, and onboard qualified service providers for facility operations
Negotiate service agreements and contract terms within established guidelines
Monitor vendor performance against service level agreements and key performance indicators
Conduct regular vendor reviews and implement corrective action plans when required
Coordinate preventive and corrective maintenance activities with contractors
Ensure vendor compliance with safety standards, insurance requirements, and company policies
Manage vendor performance documentation and maintain contract files
Develop and maintain preferred vendor lists and service provider databases
Engineering and Technical Support
Coordinate technical services and ensure optimal performance of building systems.
Oversee maintenance programs for HVAC, electrical, plumbing, fire protection, and security systems
Schedule and coordinate preventive maintenance activities with minimal disruption to operations
Manage building automation systems and monitor equipment performance
Review maintenance practices to ensure compliance with manufacturer recommendations
Coordinate emergency repairs and after-hours technical support as required
Support capital improvement projects and system upgrades
Maintain technical documentation, equipment manuals, and maintenance records
Evaluate new technologies and recommend improvements to building systems
Client and Stakeholder Management
Build and maintain strong client relationships while ensuring service excellence.
Serve as escalation point for facility-related client concerns and service requests
Conduct regular client meetings to review performance metrics and service delivery
Develop solutions to address client needs and enhance satisfaction levels
Collaborate with account teams to identify opportunities for service expansion
Coordinate communication between client stakeholders and service delivery teams
Manage expectations and negotiate service scope modifications
Prepare client presentations and performance dashboards
Support client audits and facility assessments
Workplace Services Coordination
Ensure effective delivery of workplace support services.
Oversee meeting room operations, including booking systems and audio-visual equipment support
Manage space planning activities and coordinate office moves or reconfigurations
Supervise reception services and visitor management protocols
Coordinate office supplies, pantry services, and first aid kit maintenance
Administer access control systems, including badge issuance and visitor access
Support mail and package handling services
Coordinate event setup and special accommodation requests
Ensure workspace presentation meets client standards
Health, Safety, and Compliance
Promote a safe working environment and ensure regulatory compliance.
Conduct regular safety audits and implement corrective action plans
Ensure compliance with Environmental Health & Safety regulations and Building & Construction Authority requirements
Support emergency preparedness planning and conduct evacuation drills
Maintain incident reporting procedures and investigate facility-related incidents
Coordinate safety training programs for facility staff and occupants
Monitor and document safety equipment inspections and certifications
Support business continuity and disaster recovery planning
Maintain documentation for ISO certification requirements and quality management systems
Team Leadership and Development
Provide leadership, guidance, and professional development for facility team members.
Supervise facility coordinators and support staff in daily activities
Assign tasks and monitor workload distribution across the team
Conduct performance evaluations and provide constructive feedback
Identify training needs and coordinate professional development opportunities
Mentor team members to enhance technical and professional capabilities
Foster collaborative team environment and promote JLL cultural values
Support recruitment and onboarding of new facility team members
KEY PERFORMANCE MEASURES
Achievement of service level agreement targets and key performance indicators
Client satisfaction scores and positive feedback metrics
Budget adherence and cost management effectiveness
Vendor performance ratings and contract compliance
Incident response times and resolution rates
Team productivity and staff development outcomes
Safety compliance and zero-incident records
Process improvement implementation and efficiency gains
EMPLOYEE SPECIFICATIONS
Required Qualifications
Minimum 3-5 years of progressive experience in facilities management or building operations
Proven experience in supervisory or team leadership roles
Working knowledge of building systems (HVAC, electrical, plumbing, fire protection)
Understanding of EHS regulations and BCA requirements
Experience with contract management and vendor coordination
Proficiency in facility management software systems and Microsoft Office applications
Key Competencies
Technical Skills
Sound understanding of building systems and facility operations best practices
Ability to interpret technical drawings, specifications, and service contracts
Knowledge of preventive maintenance programs and asset management principles
Familiarity with budget preparation and financial reporting processes
Competence in project coordination and implementation
Leadership and Management
Demonstrated ability to lead, motivate, and develop team members
Strong delegation and workload management capabilities
Capacity to drive performance improvement and accountability
Experience resolving conflicts and managing diverse stakeholder interests
Ability to represent JLL professionally and uphold company values
Communication and Interpersonal Skills
Excellent written and verbal communication abilities
Strong presentation and facilitation skills for client meetings
Ability to build rapport quickly with diverse audiences
Skilled at negotiation and influence without direct authority
Active listening skills and empathetic client service approach
Problem-Solving and Decision-Making
Analytical thinking with ability to diagnose complex operational issues
Capacity to make sound decisions under pressure or with incomplete information
Creative problem-solving approach to service delivery challenges
Proactive identification of risks and implementation of mitigation strategies
Sound judgment in escalation matters and prioritization
Organizational and Administrative Skills
Strong organizational abilities with attention to detail
Proven multi-tasking capabilities in fast-paced environments
Effective time management and priority-setting skills
Systematic approach to documentation and record-keeping
Ability to manage multiple projects and deadlines simultaneously
Personal Effectiveness
Self-motivated with ability to work independently and collaboratively
Professional demeanor with high integrity and ethical standards
Adaptable and resilient in changing environments
Results-oriented with commitment to service excellence
Continuous improvement mindset and willingness to learn
Relationship Building
Ability to cultivate productive working relationships across all organizational levels
Client-focused approach with commitment to exceeding expectations
Collaborative style that promotes open communication and teamwork
Cultural awareness and sensitivity in diverse workplace environments
Professional credibility and trustworthiness
Preferred Qualifications
Experience in corporate workplace

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. 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.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.