Assistant Facilities Manager

JLL•San Jose, CA

9d•$97,000 - $98,000•Onsite

About The Position

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. Assistant Facility Manager - JLL What this job involves: The Assistant Facility Manager provides comprehensive facilities management services including continuous monitoring and operational oversight of client facilities. This role manages routine property operations, procurement processes, vendor relationships, and ensures compliance with operational standards while supporting the delivery of exceptional client service. What your day-to-day will look like: Relationship Management Maintain exceptional client satisfaction through the delivery of comprehensive facility management services and support programs designed to enhance the customer experience. Coordinate and execute special events in support of client objectives or JLL initiatives. Provide tactical planning support to the facility management team in achieving established goals and objectives. Prepare, review, and distribute monthly, quarterly, and annual reporting packages appropriate for client requirements and stakeholder communication. Compliance & Operations Support compliance with JLL minimum audit standards and operational policies across facility management, financial management, and procedural requirements. Monitor and exceed site key performance indicators while conducting monthly service level agreement reviews to identify potential challenges and implement corrective action plans. Enforce all company policies and training requirements regarding safe and efficient operations and work practices throughout the facility. Implement and monitor hazard control programs and team safety practices, ensuring compliance with local codes, regulations, and JLL operational standards. Coordinate scheduling, preventive maintenance, and monitoring of HVAC, electrical, plumbing, and other critical building systems in partnership with client system owners to ensure optimal operational efficiency. Team Management & Collaboration Demonstrate strong collaboration and teamwork within the account team by driving the development and implementation of integrated facility management best practices and innovative solutions. Execute additional duties and special projects as assigned by facility managers and senior leadership to support overall operational excellence. Perform any other reasonable tasks requested by management to support business objectives and client satisfaction. Administrative Functions Provide comprehensive support for facility soft services including meeting preparation, conference room reservations, food service coordination, parking management, vending services, and security badging systems. Manage work order systems for in-house staff and external vendors to ensure timely completion of maintenance and service requests. Assist in budget development and management processes, including the preparation of monthly and quarterly variance reports on all operating budgets for assigned properties. Maximize supplier and vendor utilization through strategic coordination with preferred contractors and spending optimization. Lead vendor performance discussions including goal setting, performance criteria establishment, and formal performance reviews while maintaining existing service contracts and vendor relationships.

Requirements

Bachelor's degree in Facilities Management, Property Management, Business Administration, Engineering, or related field preferred. Associate degree with equivalent experience will be considered.
Minimum 3-5 years of progressive experience in facilities management, property management, or related field, with at least 2 years in a supervisory or team leadership capacity.
Proficiency in computerized maintenance management systems (CMMS)
Advanced knowledge of Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
Experience with building automation systems and energy management platforms
Familiarity with project management software and financial reporting tools
Strong analytical and problem-solving abilities with attention to detail
Excellent organizational and time management skills
Outstanding written and verbal communication capabilities
Proven ability to manage multiple priorities in a fast-paced environment
Customer service orientation with client relationship management experience
Financial acumen including budget management and cost control experience
Knowledge of building systems, safety regulations, and facility operations
Ability to walk extensively throughout facilities, climb stairs, and perform occasional lifting up to 25 pounds.
Must be able to respond to emergency situations and work flexible hours when required.
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Professional certifications such as FMP (Facility Management Professional), CFM (Certified Facility Manager), or equivalent industry credentials preferred.

Responsibilities

Maintain exceptional client satisfaction through the delivery of comprehensive facility management services and support programs designed to enhance the customer experience.
Coordinate and execute special events in support of client objectives or JLL initiatives.
Provide tactical planning support to the facility management team in achieving established goals and objectives.
Prepare, review, and distribute monthly, quarterly, and annual reporting packages appropriate for client requirements and stakeholder communication.
Support compliance with JLL minimum audit standards and operational policies across facility management, financial management, and procedural requirements.
Monitor and exceed site key performance indicators while conducting monthly service level agreement reviews to identify potential challenges and implement corrective action plans.
Enforce all company policies and training requirements regarding safe and efficient operations and work practices throughout the facility.
Implement and monitor hazard control programs and team safety practices, ensuring compliance with local codes, regulations, and JLL operational standards.
Coordinate scheduling, preventive maintenance, and monitoring of HVAC, electrical, plumbing, and other critical building systems in partnership with client system owners to ensure optimal operational efficiency.
Demonstrate strong collaboration and teamwork within the account team by driving the development and implementation of integrated facility management best practices and innovative solutions.
Execute additional duties and special projects as assigned by facility managers and senior leadership to support overall operational excellence.
Perform any other reasonable tasks requested by management to support business objectives and client satisfaction.
Provide comprehensive support for facility soft services including meeting preparation, conference room reservations, food service coordination, parking management, vending services, and security badging systems.
Manage work order systems for in-house staff and external vendors to ensure timely completion of maintenance and service requests.
Assist in budget development and management processes, including the preparation of monthly and quarterly variance reports on all operating budgets for assigned properties.
Maximize supplier and vendor utilization through strategic coordination with preferred contractors and spending optimization.
Lead vendor performance discussions including goal setting, performance criteria establishment, and formal performance reviews while maintaining existing service contracts and vendor relationships.