Assistant Facilities Manager

JLL•San Diego, CA

7d•$84,000 - $98,000•Onsite

About The Position

The Assistant Facilities Manager will provide support to the Site and/or Facility Manager with operational activities in maintenance and operations, accounting and finance, vendor oversight, equipment and supplies, occupancy services and proactively develop and maintain client relationships ensuring that expected service levels are achieved. The role will assist with ensuring requirements are met within the controlled environment of a Life Science high-end account.

Requirements

Bachelor's degree or equivalent work experience
Minimum of two to three years of industry experience required either in the corporate environment, third party service provider or as a consultant
Prior experience in facilities with a pharmaceutical or bio-tech environment
Knowledgeable of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous.
Understanding of basic technical aspects of property (computer room air-conditioning, chiller system, fire protection system, mechanical & electrical system) is advantageous.
Basic knowledge of building systems ( mechanical and electrical systems).
Proficiency in a range of information technology tools and platforms.
Excellent communication, organization and problem-solving skills.
Ability to work independently with little supervision and effectively deal with stressful situations.
Self-motivated; confident, energetic and flexible.
Candidates must be authorized to work in the United States without sponsorship.

Responsibilities

Actively support an environment of teamwork, cooperation, performance excellence, and personal success.
Conduct daily walkthroughs to ensure clean and organized office space.
Respond to all work orders in a timely manner, ensuring KPI compliance and excellent customer service.
Identify opportunities for improved operation and service excellence, making recommendations for conducting site inspections and assessments to ensure all building procedures and performance measures are maintained at all times and the provision of a safe workplace.
Schedule and manager repairs and maintenance, minor works and other work requests, tracking to completion.
Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption.
Assist in the procurement of vendors and services as required.
Initiate procurement process for 3rd party vendors needs by developing and delivering purchase orders.
Follow up with Vendors to ensure billing processes are completed in a timely manner.
Interact regularly with the finance team to ensure accruals and invoice processing is completed timely.
Provide coordination and support events, meeting and conference facilities as required.
Other duties that may include but are not limited to reception and guest support, mail and courier services, office supplies and equipment maintenance, landlord relations and management of building access passes, safety and security support.
Update and maintain accurate records and official documentation for the site/s including web pages where any other activities to support JLL and/or operations, including, but not limited to moves/reconfigurations, events, reception, and building operations.
Maintain and propose emergency response plans including evacuation, implementation of after-hours emergency response, and environmental health and safety.
Provide back up support to the Facility Manager, standing in to present to the client for Business Reviews and Employee coordination events.
Participate in budget planning exercises that define business strategy and spending limits.
Comply with all requirements of the client contract and meet or exceed Key Performance Indicators.
Deliver and exceptional quality of service, as reflected by client feedback.
Coordinate site operations in accordance with all agreed policies, procedures and contract scope.