Assistant Facilities Manager

JLL•Jersey City, NJ

11d•Onsite

About The Position

JLL is seeking an experienced, highly organized, and service-oriented Assistant Facilities Manager (AFM) to join our Jersey City Facilities Management team supporting a premier client within the financial services industry. The Assistant Facilities Manager will support the delivery of best-in-class facilities services across a complex, fast-paced corporate environment. This individual will have direct responsibility for day-to-day facility operations within assigned areas while partnering closely with all other cross-functional teams. The ideal candidate combines strong operational knowledge with financial acumen, leadership, attention to detail, and a hospitality-driven mindset. They are 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

4–7+ 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 strongly preferred.
Demonstrated experience managing day-to-day facilities operations and multiple service providers.
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.
Experience supporting facility projects and developing scopes of work.
Familiarity with regulatory compliance and Environmental Health & Safety requirements.
Strong client service and hospitality mindset.
Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Strong written and verbal communication skills.
Ability to communicate effectively with senior leaders, client stakeholders, vendors, and cross-functional teams.
Strong judgment, problem-solving skills, and ability to escalate risk.
Proficiency in Microsoft Office, including Excel, PowerPoint, Outlook, and Teams.
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Bachelor’s degree in Facilities Management, Engineering, Business, Real Estate, or a related discipline.
Previous experience supporting a major financial institution and multitenant building.
Experience within the NY/NJ commercial real estate market.
Knowledge of NJ building codes, Local Laws, DOB, OSHA, and other applicable regulatory requirements.
IFMA, BOMI, FMP, CFM, RPA, or similar professional designation.
OSHA 30 certification or equivalent safety training.

Responsibilities

Support the Senior Facilities Manager in overseeing daily facility operations across assigned floors, departments, or areas.
Take ownership of operational performance within assigned areas and ensure services are delivered consistently and in accordance with established standards.
Conduct regular facility inspections and proactively identify maintenance, housekeeping, safety, appearance, and workplace experience concerns.
Manage work orders from initiation through completion, ensuring appropriate prioritization, communication, documentation, and follow-up.
Coordinate preventive and corrective maintenance activities with Engineering and service providers.
Support the management of building systems including HVAC, electrical, plumbing, lighting, vertical transportation, fire/life safety, and other critical infrastructure.
Coordinate shutdowns, after-hours work, repairs, vendor activities, and other operational requirements.
Support operational readiness for executive meetings, high-profile events, client visits, and other critical business activities.
Participate in emergency response and business continuity activities as required. This includes emergency response protocols and post-event operational recovery for severe weather conditions affecting the property.
Identify recurring operational issues and work with the appropriate teams to develop sustainable solutions.
Identify and immediately escalate potential safety, regulatory, operational, or reputational risks.
Track corrective actions through completion and ensure appropriate documentation is maintained.
Develop strong working relationships with client stakeholders and serve as a trusted point of contact for facilities-related matters.
Address tenant operational concerns, maintenance work orders, and lease-related inquiries with urgency, enforcing Service Level Agreements (SLAs) while ensuring tenant satisfaction.
Maintain proactive communication with stakeholders regarding ongoing work, operational impacts, risks, and resolution timelines.
Participate in client meetings and provide updates on operational performance, projects, open items, and areas requiring attention.
Anticipate client needs and identify opportunities to improve service delivery and the workplace experience.
Escalate significant operational, financial, safety, or client concerns to Facilities Management leadership as appropriate.
Support the Senior Facilities Manager with annual operating budgets, forecasts, accruals, variance reporting, and financial planning.
Review invoices for accuracy and alignment with approved scopes, contracts, purchase orders, and completed work.
Monitor expenses within assigned areas and proactively identify potential budget variances.
Assist with monthly financial reporting and provide clear explanations for significant variances.
Obtain and evaluate vendor proposals and scopes of work to ensure pricing and services are appropriate.
Support development of business cases and cost-benefit analyses for facility improvements and operational initiatives.
Identify opportunities for cost savings, efficiencies, and improved resource utilization while maintaining service quality.
Partner with Sourcing and Procurement teams to support RFPs, contract renewals, and vendor negotiations.
Oversee tenant sundry billing, including processing recharges for after-hours HVAC usage, specialized maintenance requests, tenant-requested repairs, and supplemental facility services.
Manage day-to-day relationships with service providers including Engineering, Janitorial, HVAC, Electrical, Plumbing, Pest Control, Vertical Transportation, Furniture, and specialty contractors.
Ensure vendors understand and consistently meet contractual scopes, service-level agreements, KPIs, safety requirements, and client expectations.
Conduct vendor performance reviews and provide timely, constructive feedback.
Validate that work has been completed satisfactorily before approving closure or payment.
Coordinate vendor scheduling, building access, Certificates of Insurance, permits, and required documentation.
Escalate recurring performance issues and partner with Facilities Management leadership and Sourcing to develop corrective action plans.
Foster strong vendor partnerships while maintaining accountability for performance and results.
Monitor vendor compliance with safety procedures, insurance requirements, permits, and site-specific protocols.
Champion a hospitality-first approach to facilities management and service delivery.
Ensure employee-facing spaces including conference rooms, pantries, restrooms, common areas, executive spaces, and amenity areas consistently meet established standards.
Partner with Workplace Experience, Food Services, Security, Events, Engineering, and other teams to provide a seamless employee and visitor experience.
Maintain high standards for workplace presentation and proactively address conditions that could negatively impact the employee or client experience.
Approach service requests with professionalism, urgency, and a solutions-oriented mindset.
Manage tenant event booking requests, space scheduling, and logistical support to ensure flawless event execution.
Support and independently manage small to mid-sized facility projects and operational initiatives.
Develop scopes of work, obtain proposals, coordinate vendors, track schedules, and monitor project costs.
Coordinate work to minimize disruption to business operations.
Maintain project trackers, budgets, schedules, risks, and action items.
Participate in post-project reviews and ensure outstanding items are resolved.
Identify opportunities to standardize processes, improve documentation, and increase operational efficiency.
Support development and implementation of SOPs, inspection programs, checklists, playbooks, and other operational standards.
Help establish priorities and ensure operational tasks are completed accurately and on time.
Promote a culture of accountability, collaboration, hospitality, safety, and continuous improvement.
Serve as a resource for team members and share operational knowledge and best practices.
Step in for the Senior Facilities Manager when appropriate and provide continuity of leadership and client support.
Demonstrate readiness to take on increasing levels of responsibility and develop toward a future Facilities Manager role.