Assistant Facilities Manager

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.   

What this job involves –

The Assistant Facilities Manager serves as a critical support function in maintaining operational excellence across all facility operations. Reporting directly to the Facilities Manager, this role acts as the primary liaison between building occupants, maintenance staff, and external service providers to ensure seamless facility functionality. The position requires a hands-on approach to building management, with responsibilities spanning daily operations, long-term maintenance planning, emergency response coordination, and implementation of facility improvement initiatives.

The Assistant Facilities Manager will be instrumental in identifying efficiency opportunities, reducing operational costs, and extending asset life through proactive maintenance strategies. This role serves as the frontline representative for addressing occupant concerns regarding comfort, safety, and functionality of the space while balancing budgetary constraints and organizational priorities. The position requires both technical knowledge of building systems and strong administrative capabilities to track, document, and analyze facility performance metrics. As part of the facilities leadership team.

Your day to day:

• Help coordinate and supervise maintenance staff and outside contractors
• Support the development and implementation of preventative maintenance programs
• Process work orders and prioritize maintenance requests
• Assist with budget preparation and expense tracking for facility operations
• Process and verify vendor invoices, ensuring accuracy and compliance with contract terms
• Create and manage purchase orders for facility-related goods and services
• Help ensure compliance with safety regulations, building codes, and environmental standards
• Participate in emergency response planning and implementation
• Assist with space planning and renovation projects
• Support sustainability initiatives and energy conservation efforts
• Maintain accurate records of maintenance activities, equipment warranties, and service contracts
• Provide support to team members and co-workers with multiple tasks as needed, demonstrating flexibility and collaborative work ethic
• Respond to and assist with urgent or ad-hoc requests that arise during daily operations
• Manage the team providing first line soft services to the site(s), including reception, mail operations, meeting & events, cleaning.
• Monitor and maintain office equipment and supplies
• Manage and maintain regular contact and meetings with relevant vendors - to report on issues, recommendations and cost estimates
• Weekly walk-round with the vendor cleaning manager ensuring cleaning quality standards are maintained
• Manage Corrigo/ Prizm Tickets< - interface with internal customers and action queries promptly in line with service level agreements
• Manage daily health & safety issues – maintaining regular scheduled meetings and records of the fire and safety teams/fire drills/safety equipment/training
• Managing the quality of conferencing facilities
• Raise purchase orders
• provide cover for Building Operations Engineer / Facilities Manager when appropriate
• Responsible for all other duties and tasks as assigned including, but not limited to, assisting other departments (such as reception area and mail room).

Sound like you? To apply you need: 

• Minimum 2 years of supervisory experience in facilities management or related field.
• Demonstrated ability to perform effectively with limited oversight.
• Strong analytical, organizational, and presentation skills.
• Experience working within CMMS/Work Order systems, or Corrigo preferred.
• Proficient skills in Microsoft Office Suite, including Excel, Word, Outlook, and Teams
• Proven track record of excellent internal and external customer service
• Exhibits strong interpersonal skills and problem-solving ability
• Excellent verbal and written communication skills with the ability to communicate professionally