Assistant Facilities Manager

JLL

26d•Remote

About The Position

We are seeking a detail-oriented and proactive Assistant Facilities Manager to provide comprehensive operational support across our strategic facilities management portfolio. In this role, you will work closely with the Facility Manager to optimize site performance through KPI monitoring, budget management support, and strategic planning contributions. You will coordinate all aspects of facility maintenance using JLL's Prism system, ensure compliance with health and safety regulations, and build positive relationships with tenants and clients. The ideal candidate will demonstrate strong analytical capabilities in preparing operational reports, possess excellent communication skills for stakeholder engagement, and show initiative in identifying process improvements. This position offers an excellent opportunity for an emerging facilities management professional to develop expertise in integrated property operations while contributing to the operational excellence of premium commercial properties. Join our team to support the delivery of world-class facility management services and drive measurable improvements in property performance.

Requirements

Proven experience in facilities management with strong knowledge of maintenance coordination, PPM systems (preferably JLL's Prism), and compliance with building codes, health and safety regulations, and environmental standards
Demonstrated ability in budget management (Opex and Capex), KPI monitoring, and operational reporting, with strong analytical skills to collect data, identify trends, and support strategic decision-making
Comprehensive understanding of health and safety programs, including risk assessments, emergency preparedness, incident reporting, and ensuring contractor and staff compliance with safety protocols
Excellent stakeholder management and communication skills, with experience building positive relationships with tenants, clients, and service providers while serving as a responsive point of contact
Strong organizational and project coordination abilities, including managing contractor prequalification (Cm3), coordinating tenant move-ins/fit-outs, conducting site inspections, and supporting capital improvement projects
Proactive problem-solver with attention to detail, ability to work collaboratively with Facility Managers, and commitment to continuous improvement and staying current with industry best practices

Responsibilities

Assist in developing and implementing operational strategies to optimise site performance
Support the monitoring of key performance indicators (KPIs) for all operational areas
Contribute to Opex and Capex budget management, including data collection and reporting
Collaborate with the Facility Manager to align centre operations with overall business objectives
Participate in strategic planning sessions and provide operational insights
Coordinate all aspects of facility maintenance, including preventative and corrective maintenance programs
Maintain and monitor Planned Preventative Maintenance (PPM) schedules using JLL's Prism system
Support compliance efforts with building codes, health and safety regulations, and environmental standards
Coordinate contractors and service providers, ensuring they meet Cm3 prequalification requirements
Conduct regular site inspections and identify maintenance needs
Assist in developing and maintaining robust health and safety programs for each site
Support risk assessments and help implement mitigation strategies
Contribute to emergency preparedness and response procedures
Ensure all staff and contractors are properly trained in safety protocols
Maintain safety documentation and incident reporting systems
Build positive relationships with tenants and respond to their concerns promptly
Coordinate tenant move-ins, fit-outs, and move-outs under the guidance of the Facility Manager
Monitor tenant compliance with lease terms and property regulations
Serve as a day-to-day point of contact for routine tenant matters
Support the Facility Manager in maintaining strong, positive relationships with the client
Participate in client meetings and communications as required
Assist in preparing updates on performance, challenges, and opportunities
Help identify opportunities to enhance property value
Contribute to long-term planning and capital improvement projects
Ensure responsive service delivery to support client satisfaction
Prepare operational reports and data for review by the Facility Manager
Collect and analyse operational data to identify trends and areas for improvement
Stay informed about industry trends and best practices
Support the implementation of process improvements and innovations