Assistant Facilities Manager

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Assistant Facilities Manager- Financial Services -JLL

What this job involves:

The Assistant Facilities Manager will support the delivery of best-in-class facilities services across a complex, fast-paced corporate environment supporting a financial services client in New York City. You'll have direct responsibility for day-to-day facility operations within assigned areas while partnering closely with cross-functional teams including Engineering, Security, Workplace Experience, and others. The ideal candidate combines strong operational knowledge with financial acumen, leadership, attention to detail, and a hospitality-driven mindset. You'll be comfortable taking ownership, making informed decisions, managing vendors, interacting with client stakeholders, and operating within a highly regulated and compliance-focused environment. Experience supporting financial institutions, Class A commercial office environments, or similarly complex corporate facilities is strongly preferred.

What your day-to-day will look like:

Facilities Operations

• Support the Facilities Manager in overseeing daily operations across assigned floors and departments, taking ownership of operational performance and ensuring consistent service delivery

• Conduct regular facility inspections to proactively identify maintenance, housekeeping, safety, and workplace experience concerns

• Manage work orders from initiation through completion, coordinating preventive and corrective maintenance activities with Engineering and service providers

• Support management of building systems including HVAC, electrical, plumbing, lighting, vertical transportation, and fire/life safety

• Coordinate shutdowns, after-hours work, repairs, and vendor activities while ensuring operational readiness for executive meetings, client visits, and high-profile events

• Identify recurring operational issues, develop sustainable solutions, and immediately escalate potential safety, regulatory, operational, or reputational risks

• Participate in emergency response and business continuity activities as required

Client & Stakeholder Management

• Develop strong working relationships with client stakeholders and serve as a trusted point of contact for facilities-related matters

• Respond to client requests with urgency and professionalism, maintaining proactive communication regarding ongoing work, operational impacts, and resolution timelines

• Participate in client meetings to provide updates on operational performance, projects, and areas requiring attention

• Anticipate client needs and identify opportunities to improve service delivery and workplace experience

Financial Management

• Support annual operating budgets, forecasts, accruals, variance reporting, and financial planning

• Review invoices for accuracy and alignment with approved scopes, contracts, and completed work

• Monitor expenses within assigned areas, assist with monthly financial reporting, and provide clear explanations for variances

• Obtain and evaluate vendor proposals to ensure appropriate pricing and services

• Identify cost-saving opportunities and improved resource utilization while maintaining service quality

Vendor & Service Provider Management

• Manage day-to-day relationships with service providers including Engineering, Janitorial, HVAC, Electrical, Plumbing, Pest Control, Vertical Transportation, and specialty contractors

• Ensure vendors consistently meet contractual scopes, SLAs, KPIs, safety requirements, and client expectations

• Conduct vendor performance reviews, validate completed work before approving payment, and coordinate scheduling, building access, and required documentation

• Foster strong vendor partnerships while maintaining accountability for performance and results

Hospitality & Workplace Experience

• Champion a hospitality-first approach to facilities management and service delivery

• Ensure employee-facing spaces including conference rooms, pantries, restrooms, common areas, and executive spaces consistently meet established standards

• Partner with Workplace Experience, Food Service