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
