Assistant Facility Manager

What this job involves

As a Assistant Facilities Manager at JLL, you'll take the lead in orchestrating seamless facility operations for a dynamic client environment. This role puts you at the helm of a diverse team including receptionists, office services coordinators, union staff, and third-party vendors, ensuring every touchpoint delivers excellence. You'll partner closely with senior leadership to drive both day-to-day operations and strategic initiatives, from budget management to sustainability tracking. At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees, and in this role, you'll be instrumental in that mission.

Responsibilities

• Lead and develop a high-performing facilities team including receptionists, office services coordinators, union staff, and third-party vendors, allocating resources strategically and ensuring adherence to best practices
• Exclusively own all meetings and events coordination in Stamford and provide support across the broader region, ensuring backup staff are properly trained on event management protocols
• Serve as the primary point of contact for building landlords and act as liaison between union representatives and clients to resolve site-related issues effectively
• Oversee procurement administration, vendor management, engineering and operational contracts, and invoice processing to ensure timely delivery of contracted services and materials
• Maintain client satisfaction by providing seamless facility management services, demonstrating leadership, responsiveness, and creativity in service delivery while continuously improving processes and systems
• Manage operating budgets (OPEX and CAPEX), prepare timely month-end budget reports and re-forecasts, and assist with operational reporting, budgeting, contracts, and financial systems as needed
• Track and report on KPIs, SLAs, waste management, sustainability metrics, and scope matrix to ensure contractual obligations are consistently met
• Coordinate maintenance and repair services, reviewing contractor practices to ensure quality work aligned with manufacturer recommendations and established processes
• Identify and implement cost-saving opportunities by maximizing utilization of service providers, preferred vendors, and efficiency improvements consistent with client objectives
• Submit and oversee ServiceNow tickets for building operations, utility work, facility maintenance, or shutdown activities that may affect client operations, ensuring tickets are properly routed through Corrigo and resolved promptly
• Own, create, and close day-to-day work orders in Corrigo while coordinating all onsite meetings and service requests through the platform
• Resolve problems associated with all building services including janitorial, pantry services, printer rooms, conference rooms, and furniture issues
• Maintain client site pages on the client's intranet system for the region and coordinate with stakeholders to ensure smooth delivery of programs and procedures
• Support unmanned office operations including associate registration for building access and other facility-related needs

Qualifications

• Minimum 5 years of progressive facilities management experience, including at least 2 years in a supervisory or leadership role. Solid understanding of building systems, maintenance practices, and facility operations best practices
• Proficiency with facility management software systems, procurement platforms, ServiceNow, and Corrigo
• Strong communication and interpersonal skills with ability to build effective relationships across all organizational levels

Preferred qualifications

• Experience in corporate office environments
• Background in sustainability initiatives, waste management programs, and space planning
• Demonstrated ability to manage building access systems and security protocols across multiple locations
• Project management experience with ability to support both short and long-term strategic initiatives
• Experience developing succession planning and talent development strategies for facility teams
• Track record of process improvement and client satisfaction enhancement initiatives