Assistant Facilities Manager

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.

The Assistant Facilities Manager (AFM) will manage the day-to-day client activities for the assigned property/facility and be the on-site key point of contact for key stakeholders and/or client. Being a strong number 2 to the Facilities Manager the role will assume shared responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, and occupancy services. The AFM is responsible for delivering exceptional client experience every day through enhanced engagement, proactive communication, and high touch service within a select portfolio of properties. The AFM will be expected to increase the level of engagement and partnership between JLL, our service partners and our clients to provide superior service delivery while enhancing their individual personal and professional skills. The role is Client facing and must be able to exhibit exceptional customer service and communication skills from the C-Suite down.

Your day to day:

• People Management

• Develop and maintain a high-performance team utilizing HR top grading and other tools for hiring, talent and succession planning, and development planning.

• Creates memorable human experiences for the client, the internal JLL team, managing the development, performance, and outcomes of assigned team reporting to the position.

• Assist Facilities Manager managing schedules for employees, time keeping, monitors time off requests and limits scheduled overtime, coordinates staffing for any additional coverage needs.

• Hold daily morning huddles to keep the team working collaboratively, go over weekly events, and clear and blocks in team's way.

• Client/Stakeholder Management

• Ensure client satisfaction by providing a continuous interface into client real estate organization; demonstrate leadership, responsiveness, and creativity in delivering all soft services

• Proactively manage all hospitality services and communication in accordance with account and client standard processes, procedures, and KPIs to ensure superior customer satisfaction and performance levels

• Open to new and innovative ideas and focus on continuous improvement and delighting the customer.

• Serve as the initial on-site key point of contact for all Client employee inquiries, issues, troubleshooting, complements and feedback related to the services within the workplace, with the primary goal of positively impacting the care and comfort of Client employees and guests

• Intuitive service delivery, anticipating needs or concerns and exceeding client expectations

• Builds meaningful lasting relationships with Client employees and guests, carrying a hospitality calling card

• Visibly engaged and well known in the workplace; spends a minimum of two hours per day welcoming employees in the reception or employee entrances and walking floors to ensure workspaces (offices, desk, conference rooms, mailroom, pantries, etc.) are stocked, maintained and show ready

• Receives and responds to all requests or issues within one day of receipt, including a personal follow up to Client employees to ensure questions / requests are answered

• Works collaboratively within the account team in the delivery of the services across all business lines (FM, Engineering, Finance, Projects, etc.)

• Procurement & Vendor Management

• Assists FM with Coordinating discussions with each vendor or supplier regarding goal setting, performance criteria, and performance review

• Review invoices to ensure proper billing

• Quality Management

• Ensure Experience services (reception, AV, foodservices, mail / print services, conference services, fitness centers, etc.) are executed in a manner consistent with the SLA's, standard processes, professional brand image and compliant with applicable local laws, rules and regulations.

• Conduct routine walkthroughs and assessments of the soft service delivery to ensure compliance with service level agreements, policies and regulations, and performance metrics to ensure flawless execution and stable service delivery for the Client

• Identify potential risks and escalate, as appropriate, to ensure no privacy breech, security incident or disruption to the Client's operations occur

• Finance Management

• The Assistant FM will assist the FM with developing and manage facility operating budgets with the clients' goals and objectives addressed for the assigned portfolio

• Provide monthly/quarterly/annual reporting appropriate for the client, track variances and ensure smooth recovery process within established targets

• Achieve cost savings through maximizing utilization of suppliers and preferred vendors/contractors and by identifying additional efficiency opportunities, consistent with client goals

• Ensure financial processes are followed at all times and deliverable dates are met

• Health & Safety Management

• This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules

• Effectively manage critical Incidents - zero target for controllable incidents caused by vendors, employees, and missed preventive maintenance work.

• Site Operations Management

• Ensure compliance with portfolio wide initiatives, local, state and federal laws, and governing regulations that pertain to the operating of facilities on behalf of the client as owner

• Recommend continuous quality improvement practices and implement Industry Best Practice operations

• Implement building procedures and performance measures and ensure they are maintained at all times

• Ensure all Critical Environment (CEM) requirements are met

• Review existing operations regularly to reduce costs and improve operational standards

• Manage work order request within the work order system and ensure all work request are completed and invoice within SLA

• Weekly supply ordering for all Pantry and Bar Services

• Manage the meeting calendar for training rooms and bar

• Update floorplans as required

• The Assistant FM will have to be available 24/7 for emergency call support and site attendance if Risk Management

• Follow established escalation procedures and incident reporting procedures

• Adhere to Jones Lang LaSalle's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies

• Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalle's business conduct

• Achieve Key Performance Indicators and Service Level Agreement targets

• Human Experience Focus

• You enjoy and excel working on a fast-paced environment.

• You are detailed oriented to deliver results timely and with the highest quality.

• You feel empowered to create memorable human experiences for the client, the internal JLL team and the account's OneTeam while upholding safety standards.

• You are a passionate expert that embodies the JLL Human Experience culture of being an early adopter and turning problems into opportunities while having the flexibility to think outside of the box.

• You are a role model with uncompromising standards who works as a collaborative team player, communicates professionally and demonstrates accountability.

• You are open to new and innovative ideas and you focus on continuous improvement and delighting the customer.

• At JLL you are expected to think "WE". Everyone in the organization is part of the team!

• You are a proactive, empathetic leader who brings a positive attitude to the workplace each day.

• You are a change agent who lives JLL's core values, including: ethics, teamwork and excellence.

• Working with and for people is your passion!

Sound like you? To apply you need:

Ideal Experience

• Bachelor's degree or equivalent work experience in Facilities Management with Hospitality and Soft Services management emphasis

• Hands-on experience in customer service and good understanding of hospitality procedures and best practices

• Has experience working in corporate/client driven environment

• Knowledge of local occupational health and safety requirements

• Knowledge of vendor management for specialized services

• Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)

• Budget management and financial analysis skills

Critical Competencies for Success

• Client Focus & Relationship Management

• Demonstrates proactive & professional approach to customer service and stakeholder engagement

• Ability to interact with a wide range of client staff, including senior levels

• Ability to manage conflict and balance between client and firm requirements

• Has a customer service oriented attitude

• Project Management & Organizational Skills

• Excellent planning & organizational skills to prioritize work and meet tight deadlines

• Proven ability to manage multiple and complex operational matters on a daily basis

• Problem Solving & Strategic Thinking

• Capacity to deal with ambiguity and solve complex problems effectively

• Analytical, proven ability to solve problems using a quantitative approach

• Proven ability to employ holistic approaches and looks at long term solutions

Other Personal Characteristics:

• Excellent verbal/written communication and presentation skills with the ability to communicate professionally

• Highly organized and detail oriented with the ability to identify and manage priorities that may shift frequently and deliver results timely with the highest quality.

• Strong work ethic and interpersonal skills. energetic, articulate and personable. Ability to work well with others at all levels, including senior leadership, and across organizations.

• Strong analytical and critical thinking skills including a demonstrated ability to use data to find insights and drive decisions.

• Proficiency with Microsoft Office Suite

• Word, Project, Power Point, Excel.

• The work environment requires a physical presence onsite at the facility to oversee daily operations and serve as the client contact.

Estimated compensation for this position is:

64,000.00 - 92,800.00 USD per year

The pay range listed is a total compensation range including bonus, if applicable. The provided range is an estimate and not guaranteed. An employment offer is based on applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data.

Location:

On-site

• New York, NY

If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. 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. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

• Flexible and Remote Work Arrangements may be available

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This position may require you to be fully vaccinated against COVID-19. If required, you'll be asked to provide proof that you're fully vaccinated upon your start date. You're considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination.

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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Accepting applications on an ongoing basis until candidate identified.