Assistant Facilities Manager

JLL•Pittsburgh, PA

1d•Onsite

About The Position

JLL empowers its people to shape the future of real estate for a better world by combining world-class services, advisory, and technology for clients. The company is committed to hiring talented individuals and empowering them to thrive, grow meaningful careers, and find a place where they belong. The Assistant Facilities Manager role involves managing the site in accordance with agreed policies, procedures, and contract scope. This includes assisting with vendor management for various maintenance services (janitorial, mechanical, electrical, plumbing, carpentry, critical systems, HVAC), ensuring vendor compliance, and coordinating with other internal teams like fitness, food services, security, and capital projects. The position supports the site and area manager in implementing short and long-term client projects and other site operations such as moves, events, safety, reception, and mail services. Key aspects also include proactively developing and managing client relationships to achieve service levels, complying with contract requirements, and delivering exceptional service. The role supports financial management by assisting with budgeting, forecasting, managing vendor payments, and developing annual capital plans. Furthermore, the Assistant Facilities Manager is expected to lead, manage, develop, and supervise the site operations team, participate in performance management, and act as an ambassador for JLL.

Requirements

Minimum 2 years of supervisory experience in facilities management or related field
Proficient in a range of information technology tools and platforms
Strong analytical, organizational and presentation skills
Candidates must be authorized to work in the United States without sponsorship

Nice To Haves

Associate's or Bachelor’s degree in Facilities, Property, Business or related field

Responsibilities

Manage the site in accordance with all agreed policies, procedures and contract scope
Assist with vendor management for maintenance of janitorial, mechanical, electrical, plumbing, carpentry, critical systems, HVAC, and others defined within the portfolio of respective sites
Support the sourcing SME and area/site managers through the vendor contract procurement process
Ensure all vendors are in compliance with contract and all insurance requirements are met
Ensure compliance with all health and safety, environment and risk management policies and procedures in conjunction with the area/site manager
Coordinate internally with other teams which may include fitness, food services, security and capital projects
Support the site and area manager in the implementation of short and long-term projects for the client
Perform any other activities to support site operations, including, but not limited to: moves/reconfigurations, events, safety, reception and mail services
Proactively develop and manage client relationships ensuring that expected service levels are achieved
Comply with all requirements of the client contract and meet or exceed key performance indicators
Deliver an exceptional quality of service to the client, as reflected by client feedback
Support the implementation of innovative programs and processes that reduce short and long term operating costs and increase productivity
Assist the area/site manager to achieve or exceed financial targets and key performance indicators
Assist with the annual budgeting and quarterly forecasting processes for the site/s as well as prepare monthly spend reports (actual vs. budget, variance etc.)
Manage vendor purchase orders, invoices, and payments
Help to develop and approve the annual capital plan for each building, interfacing closely with the client
Actively support an environment of teamwork, co-operation, performance excellence and personal success
Proactively manage the site operations team
Participate in performance management program, and personal development planning
Act as an ambassador for JLL by behaving consistently with cultural and ethical requirements
Lead, manage, develop and supervise a professional friendly, creative, energetic, and detail oriented team in the delivery of extraordinary events
Provide excellent onboarding, training, and team building
Align with facilities leadership team as a manager and act in a manager capacity for anything at the site/s