Assistant Facilities Manager

JLL•New York, NY

1d•$75,000 - $85,000•Onsite

About The Position

The Assistant Facilities Manager will support the delivery of best-in-class facilities services across a complex, fast-paced corporate environment supporting a financial services client in New York City. You'll have direct responsibility for day-to-day facility operations within assigned areas while partnering closely with cross-functional teams including Engineering, Security, Workplace Experience, and others. The ideal candidate combines strong operational knowledge with financial acumen, leadership, attention to detail, and a hospitality-driven mindset. You'll be comfortable taking ownership, making informed decisions, managing vendors, interacting with client stakeholders, and operating within a highly regulated and compliance-focused environment. Experience supporting financial institutions, Class A commercial office environments, or similarly complex corporate facilities is strongly preferred.

Requirements

HS diploma
4+ years of experience in Facilities Management, Corporate Real Estate, Property Management, Building Operations, Workplace Experience, or a related field.
Experience within financial services, investment banking, Class A commercial office environments, or another highly regulated corporate environment.
Working knowledge of commercial building systems including HVAC, electrical, plumbing, fire/life safety, vertical transportation, and general building maintenance.
Experience with budgeting, forecasting, accruals, invoice management, purchase orders, and financial reporting.
Strong vendor and contract management skills.
Familiarity with regulatory compliance and Environmental Health & Safety requirements.
Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Ability to communicate effectively with senior leaders, client stakeholders, vendors, and cross-functional teams.
Proficiency in Microsoft Office, including Excel, PowerPoint, Outlook, and Teams.

Nice To Haves

Bachelor’s degree in Facilities Management, Engineering, Business, Real Estate, or a related discipline.
Experience within the NYC commercial real estate market.
Knowledge of NYC building codes, Local Laws, FDNY, DOB, OSHA, and other applicable regulatory requirements.
OSHA 30 certification or equivalent safety training.
Experience with Computerized Maintenance Management Systems (CMMS).

Responsibilities

Support the Facilities Manager in overseeing daily operations across assigned floors and departments, taking ownership of operational performance and ensuring consistent service delivery
Conduct regular facility inspections to proactively identify maintenance, housekeeping, safety, and workplace experience concerns
Manage work orders from initiation through completion, coordinating preventive and corrective maintenance activities with Engineering and service providers
Support management of building systems including HVAC, electrical, plumbing, lighting, vertical transportation, and fire/life safety
Coordinate shutdowns, after-hours work, repairs, and vendor activities while ensuring operational readiness for executive meetings, client visits, and high-profile events
Identify recurring operational issues, develop sustainable solutions, and immediately escalate potential safety, regulatory, operational, or reputational risks
Participate in emergency response and business continuity activities as required
Develop strong working relationships with client stakeholders and serve as a trusted point of contact for facilities-related matters
Respond to client requests with urgency and professionalism, maintaining proactive communication regarding ongoing work, operational impacts, and resolution timelines
Participate in client meetings to provide updates on operational performance, projects, and areas requiring attention
Anticipate client needs and identify opportunities to improve service delivery and workplace experience
Support annual operating budgets, forecasts, accruals, variance reporting, and financial planning
Review invoices for accuracy and alignment with approved scopes, contracts, and completed work
Monitor expenses within assigned areas, assist with monthly financial reporting, and provide clear explanations for variances
Obtain and evaluate vendor proposals to ensure appropriate pricing and services
Identify cost-saving opportunities and improved resource utilization while maintaining service quality
Manage day-to-day relationships with service providers including Engineering, Janitorial, HVAC, Electrical, Plumbing, Pest Control, Vertical Transportation, and specialty contractors
Ensure vendors consistently meet contractual scopes, SLAs, KPIs, safety requirements, and client expectations
Conduct vendor performance reviews, validate completed work before approving payment, and coordinate scheduling, building access, and required documentation
Foster strong vendor partnerships while maintaining accountability for performance and results
Champion a hospitality-first approach to facilities management and service delivery
Ensure employee-facing spaces including conference rooms, pantries, restrooms, common areas, and executive spaces consistently meet established standards
Partner with Workplace Experience, Food Services, Security, Events, and Engineering teams to provide a seamless employee and visitor experience
Support and independently manage small to mid-sized facility projects from scope development through completion
Coordinate vendors, track schedules and budgets, and minimize disruption to business operations
Identify opportunities to standardize processes, improve documentation, and increase operational efficiency
Provide day-to-day guidance and support to Facilities Coordinators and junior team members
Promote a culture of accountability, collaboration, hospitality, safety, and continuous improvement
Step in for the Facilities Manager when appropriate and demonstrate readiness to take on increasing responsibility