Assistant Facilities Manager

Job Description – Assistant Facilities Manager

About the Role:

As an Assistant Facilities Manager, you will be responsible for overseeing all aspects of the facility's operations and maintenance to ensure the efficient and safe functioning of the site. This role requires experience in facilities or operations management, preferably within the commercial real estate industry, strong communication skills, exceptional leadership capabilities, and the ability to work in a fast-paced and challenging environment.

What we are looking for:

Making Clients our priority

You'll be working frequently with clients and hence building a strong relationship with them is essential. You'll be expected to proactively make sure that the clients expectations are always met. You'll also serve as the main point of contact for any facilities-related to client's site.

Undeniably superior soft skills

As the Assistant Facilities Manager, you'll demonstrate your expertise in interacting with a wide range of Client and JLL colleagues hence impeccable People Skills will be a handy talent. Likewise, you must show your aptitude in developing savings and improvement initiatives. You must also display flexibility in effectively managing daily site operations using various technology systems.

Maintaining the JLL legacy

We uphold excellence in everything we do—that has been essential to our more than 200 years of staying power. As the person in charge, your task is to continue our tradition of project success. You'll accomplish this by building trust through active collaboration with all key stakeholders involved in the projects.

Likewise, you'll manage contract administration of all vendors professionally and according to legal requirements. It's the best way to protect both our and the Clients commercial interests. Your expertise will also be central in identifying project risks and mitigating them. Furthermore, you'll be responsible for developing project-related reports, analyses and reviews regularly.

Key Responsibilities would be:

• Facility Operations: Monitor and manage day-to-day operations of the facility to ensure smooth functioning and compliance with safety, environmental, and regulatory standards.
• Maintenance Management: Develop and implement a comprehensive maintenance program for critical equipment, systems, and infrastructure. Coordinate and oversee preventive and corrective maintenance activities to ensure minimal downtime and maximum efficiency.
• Health, Safety, and Environment (HSE): Maintain a safe working environment by implementing and enforcing HSE policies and procedures. Conduct regular safety audits, inspections, and drills to ensure compliance and identify improvement opportunities.
• Asset Management: Develop and implement asset management strategies to optimize the life cycle of the facility's equipment and infrastructure. Coordinate with relevant departments to ensure accurate asset inventory, maintenance records, and cost-effective repairs and replacements.
• Vendor Management: Establish and maintain relationships with external service providers, contractors, suppliers, and vendors. Evaluate and select vendors, negotiate contracts, and monitor performance to ensure quality service delivery within budgetary constraints.
• Budgeting and Cost Control: Prepare and manage the facility's annual operating and capital budgets. Monitor expenses and implement cost-saving initiatives without compromising quality or safety.
• Team Leadership: Provide strong leadership and direction to the facilities team and contractors. Foster a collaborative and positive work environment, ensure clear communication, and provide coaching and development opportunities.
• Cross-Functional Collaboration & Stakeholder Management: Success of the site or account requires effective collaboration with multiple departments and stakeholders throughout the client organization.
• Regulatory Compliance: Stay updated with applicable laws, regulations, and industry standards related to manufacturing facility operations and maintenance. Ensure compliance with governmental and environmental regulations.
• Continuous Improvement: Identify operational inefficiencies and areas for improvement. Implement best practices and innovative solutions to optimize facility performance and enhance operational effectiveness.
• Crisis Management & Problem Solving: The ability to manage unexpected challenges and maintain composure under pressure. This includes serving as primary point of escalation for event-related issues and emergencies, making real-time decisions to address logistical challenges and vendor failures, implementing contingency plans for unforeseen circumstances, managing stakeholder expectations during crisis situations with professionalism, maintaining calm and providing clear direction to team members during high-pressure situations.
• Event Execution & Management includes end-to-end management of all workplace events, from commencement to post-event evaluation. This encompasses venue selection, vendor management and relationship building, budget tracking, timeline creation and deadline management, and logistics coordination including catering and audio-visual equipment. The role also involves creating event materials such as invitations and signage, while managing event registration and attendance tracking.
  
  

Requirements:

• Minimum 3 year of supervisory or junior leadership experience in Facilities Management, Engineering, Business Management, or related field required
• Minimum Diploma Holder in Facilities Management, Business Administration or its equivalent
• A strong operational mindset with a genuine passion for building meaningful employee experiences
• Proven ability to manage multiple projects and competing priorities with exceptional attention to detail
• Excellent written and verbal communication skills across email and in-person interactions
• Demonstrate ability to deal with ambiguity, complaint and solve complex problems effectively
• Excellent PC skills, proficient in Microsoft Word and Excel
• A proactive, positive, and solutions-oriented attitude - someone who thrives in fast-paced, people-first environments.
• Demonstrate initiative and able to work in a team-based environment with plenty of movement