What are the responsibilities and job description for the Assistant Facilities Manager position at JLL?
What This Job Involves
The Assistant Facility Manager provides support to the Facility Manager in overseeing the operations and maintenance of a facility within an organization. This role involves assisting in managing vendor contracts, coordinating maintenance activities, ensuring compliance with safety and regulatory standards, and addressing facility-related issues. The Assistant Facility Manager plays a crucial role in maintaining a safe, efficient, and well-functioning facility.
Your day-to-day tasks will include:
Requirements:
The Assistant Facility Manager provides support to the Facility Manager in overseeing the operations and maintenance of a facility within an organization. This role involves assisting in managing vendor contracts, coordinating maintenance activities, ensuring compliance with safety and regulatory standards, and addressing facility-related issues. The Assistant Facility Manager plays a crucial role in maintaining a safe, efficient, and well-functioning facility.
Your day-to-day tasks will include:
- Assist in coordinating day-to-day facility operations, including maintenance, repairs, and cleaning.
- Oversee and manage vendor contracts and service agreements, ensuring adherence to quality standards and performance metrics.
- Conduct regular inspections to identify and address facility maintenance needs promptly.
- Ensure compliance with health and safety regulations, codes, and best practices.
- Coordinate and monitor facility inspections, permits, and certifications.
- Assist in the development and implementation of safety programs and emergency response protocols.
- Contribute to the development and monitoring of facility budgets, tracking expenses, and managing costs.
- Assist in evaluating contract proposals and negotiating pricing with vendors.
- Analyze financial data and provide recommendations for cost-saving initiatives.
- Serve as a point of contact for tenant inquiries, concerns, and requests.
- Coordinate and respond to facility-related issues promptly to ensure tenant satisfaction.
- Foster positive tenant relationships through effective communication and problem-solving.
- Assist in coordinating space allocation, moves, and reconfigurations as required.
- Maintain accurate occupancy records and floor plans for the facility.
- Collaborate with internal stakeholders, such as HR and IT, to ensure efficient use of space and resources.
- Support initiatives to promote energy efficiency, waste management, and sustainability practices within the facility.
- Monitor and implement environmental compliance and certification programs (e.g., LEED, ENERGY STAR).
- Collaborate with the Facility Manager and other team members to ensure a cohesive and productive working environment.
- Support the training and development of facility staff, monitoring performance and providing feedback as required.
- Assist in supervising and coordinating the work of external contractors and service providers.
Requirements:
- Bachelor's degree in facility management, business administration, or a related field is preferred.
- Previous experience in facility management, property management, or a related role is advantageous.
- Strong knowledge of facility operations, maintenance, and compliance requirements.
- Familiarity with health and safety regulations and best practices.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong communication and interpersonal skills, with the ability to interact effectively with tenants, vendors, and colleagues.
- Proficiency in MS Office suite (Word, Excel, Outlook) and facility management software.
- Familiarity with CMMS (Computerized Maintenance Management System) software is desirable.
- Ability to adapt to changing priorities and handle multiple tasks simultaneously.
- Strong problem-solving and decision-making abilities, with a proactive approach to issue resolution.
- A self-starter with a strong attention to detail and a commitment to delivering high-quality work.
- Professional certification in facility management or a related field.
- Experience with budgeting and financial management.
- Knowledge of sustainability practices and green building certifications.
- Experience with space planning and utilization.
- Familiarity with relevant industry standards and regulations.
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