JLL
Assistant Facilities Manager
JLL, San Jose, California, United States, 95199
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The Assistant Facilities Manager for IFM provides crucial support to the Facilities Manager in overseeing the operational and administrative functions of multiple facilities. This role is responsible for ensuring smooth facility operations, managing vendor relationships, coordinating maintenance activities, and providing exceptional customer service to clients and occupants. The Assistant Facilities Manager plays a key role in maintaining a safe, efficient, and well-functioning environment for all stakeholders.
Responsibilities:
Client Relationship Management:
Act as the primary point of contact for assigned strategic accounts, developing strong client relationships and demonstrating an in-depth understanding of their needs, business objectives, and expectations. Actively engage with clients to understand their evolving requirements, assess satisfaction levels, and identify opportunities for value-added services. Foster effective communication channels with clients, providing updates, resolving issues, and addressing concerns promptly and professionally. Develop and implement account plans, growth strategies, and client retention initiatives.
Operational Excellence:
Provide strategic oversight and leadership for all aspects of service delivery within the assigned accounts, ensuring operational excellence and adherence to contractual obligations. Collaborate with cross-functional teams to establish and monitor key performance indicators (KPIs) and service level agreements (SLAs), ensuring targets are met or exceeded. Conduct regular reviews of operational performance, analyzing data, and implementing improvement initiatives to enhance service quality and efficiency. Drive a culture of continuous improvement, innovation, and best practices within the account team.
Financial Management:
Develop and manage account budgets, financial forecasts, and profit and loss statements for assigned accounts. Monitor financial performance, analyze variances, and implement corrective actions to ensure profitability and adherence to financial targets. Collaborate with Finance and Procurement teams to optimize cost management, vendor relationships, and procurement strategies within the account.
Facility Operations:
Support the Facilities Manager in managing day-to-day facility operations and ensuring the smooth functioning of all building systems and equipment. Coordinate and oversee maintenance, repairs, and inspections to ensure compliance with safety, health, and environmental standards. Monitor and respond to facility-related issues, such as HVAC, plumbing, electrical, and other building systems, ensuring prompt resolution. Assist in managing vendor relationships and service contracts, ensuring adherence to service level agreements and quality standards.
Customer Service:
Provide exceptional customer service to tenants, occupants, and clients by promptly addressing their inquiries, requests, and concerns. Maintain strong relationships with stakeholders, ensuring regular communication and responsiveness to their needs. Conduct regular occupant surveys to assess satisfaction levels and identify areas for improvement. Collaborate with the Facilities Manager to implement initiatives that enhance the tenant and occupant experience within the facility.
Administrative Functions:
Assist in the development and management of the facility budget, including tracking expenses, monitoring costs, and identifying cost-saving opportunities. Support the Facilities Manager in maintaining accurate facility records, including contracts, leases, inventories, and documentation of maintenance activities. Assist with the procurement of supplies, equipment, and services required for facility operations. Prepare reports, presentations, and other documents as required by the Facilities Manager.
Health, Safety, and Environment (HSE):
Assist in implementing and promoting HSE policies and practices within the facility. Ensure compliance with all applicable health, safety, and environmental regulations. Conduct regular inspections and audits to identify and address any potential hazards or non-compliance issues. Support emergency preparedness and response efforts, including conducting evacuation drills and coordinating with emergency services as needed.
Qualifications: Bachelor's degree in Facilities Management, Engineering, Business Administration, or a related field. Minimum of 3 years of experience in facilities management or a similar role (preferably in the Integrated Facilities Management (IFM) industry). Intermediate to Advanced English communication level. Strong knowledge of facility operations, maintenance practices, and building systems (e.g., HVAC, electrical, plumbing). Familiarity with health, safety, and environmental regulations and best practices in facility management. Excellent organizational and multitasking skills, with the ability to manage competing priorities and deadlines. Proficiency with MS Office (especially Excel). Strong customer service orientation and interpersonal skills, with the ability to communicate effectively with stakeholders at all levels. Proficiency in using computer systems and facility management software for tracking and reporting. Detail-oriented with a high degree of accuracy in record-keeping and documentation. Ability to work independently and collaboratively within a team-oriented environment. Strong problem-solving and decision-making skills, with the ability to proactively address facility-related issues. Knowledge of relevant industry standards and certifications, such as BOMA, IFMA, or LEED, is preferred. Location: On-site – San Jose, CR 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!
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Act as the primary point of contact for assigned strategic accounts, developing strong client relationships and demonstrating an in-depth understanding of their needs, business objectives, and expectations. Actively engage with clients to understand their evolving requirements, assess satisfaction levels, and identify opportunities for value-added services. Foster effective communication channels with clients, providing updates, resolving issues, and addressing concerns promptly and professionally. Develop and implement account plans, growth strategies, and client retention initiatives.
Operational Excellence:
Provide strategic oversight and leadership for all aspects of service delivery within the assigned accounts, ensuring operational excellence and adherence to contractual obligations. Collaborate with cross-functional teams to establish and monitor key performance indicators (KPIs) and service level agreements (SLAs), ensuring targets are met or exceeded. Conduct regular reviews of operational performance, analyzing data, and implementing improvement initiatives to enhance service quality and efficiency. Drive a culture of continuous improvement, innovation, and best practices within the account team.
Financial Management:
Develop and manage account budgets, financial forecasts, and profit and loss statements for assigned accounts. Monitor financial performance, analyze variances, and implement corrective actions to ensure profitability and adherence to financial targets. Collaborate with Finance and Procurement teams to optimize cost management, vendor relationships, and procurement strategies within the account.
Facility Operations:
Support the Facilities Manager in managing day-to-day facility operations and ensuring the smooth functioning of all building systems and equipment. Coordinate and oversee maintenance, repairs, and inspections to ensure compliance with safety, health, and environmental standards. Monitor and respond to facility-related issues, such as HVAC, plumbing, electrical, and other building systems, ensuring prompt resolution. Assist in managing vendor relationships and service contracts, ensuring adherence to service level agreements and quality standards.
Customer Service:
Provide exceptional customer service to tenants, occupants, and clients by promptly addressing their inquiries, requests, and concerns. Maintain strong relationships with stakeholders, ensuring regular communication and responsiveness to their needs. Conduct regular occupant surveys to assess satisfaction levels and identify areas for improvement. Collaborate with the Facilities Manager to implement initiatives that enhance the tenant and occupant experience within the facility.
Administrative Functions:
Assist in the development and management of the facility budget, including tracking expenses, monitoring costs, and identifying cost-saving opportunities. Support the Facilities Manager in maintaining accurate facility records, including contracts, leases, inventories, and documentation of maintenance activities. Assist with the procurement of supplies, equipment, and services required for facility operations. Prepare reports, presentations, and other documents as required by the Facilities Manager.
Health, Safety, and Environment (HSE):
Assist in implementing and promoting HSE policies and practices within the facility. Ensure compliance with all applicable health, safety, and environmental regulations. Conduct regular inspections and audits to identify and address any potential hazards or non-compliance issues. Support emergency preparedness and response efforts, including conducting evacuation drills and coordinating with emergency services as needed.
Qualifications: Bachelor's degree in Facilities Management, Engineering, Business Administration, or a related field. Minimum of 3 years of experience in facilities management or a similar role (preferably in the Integrated Facilities Management (IFM) industry). Intermediate to Advanced English communication level. Strong knowledge of facility operations, maintenance practices, and building systems (e.g., HVAC, electrical, plumbing). Familiarity with health, safety, and environmental regulations and best practices in facility management. Excellent organizational and multitasking skills, with the ability to manage competing priorities and deadlines. Proficiency with MS Office (especially Excel). Strong customer service orientation and interpersonal skills, with the ability to communicate effectively with stakeholders at all levels. Proficiency in using computer systems and facility management software for tracking and reporting. Detail-oriented with a high degree of accuracy in record-keeping and documentation. Ability to work independently and collaboratively within a team-oriented environment. Strong problem-solving and decision-making skills, with the ability to proactively address facility-related issues. Knowledge of relevant industry standards and certifications, such as BOMA, IFMA, or LEED, is preferred. Location: On-site – San Jose, CR 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!
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