Assistant Facilities Manager

JLL•Austin, TX

6d•Onsite

About The Position

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. The Assistant Facilities Manager supports day-to-day facilities operations across a multi-site portfolio, ensuring consistent service delivery, strong client engagement, and disciplined operational execution. This role partners closely with the Facilities Manager and site stakeholders to manage soft services programs, coordinate vendors, maintain compliance, and drive a high-performing workplace experience. The AFM is expected to be hands-on, detail-oriented, and proactive in identifying issues, coordinating resolution, and keeping the client informed.

Requirements

3+ years of experience in facilities management, workplace services, or building operations (multi-site experience preferred).
Demonstrated experience supporting soft services operations and vendor performance management.
Working knowledge of work order management processes; CMMS (Corrigo) experience required
Strong customer service orientation with proven ability to manage client expectations and communicate effectively.
Financial aptitude: experience with budgets, variance reporting, invoice/PO processes, and basic forecasting support.
Strong organizational skills with the ability to manage multiple priorities, coordinate schedules, and drive closure.
Proficient with Microsoft Office (Excel, Outlook, Teams); comfort producing operational reports and trackers.

Nice To Haves

Experience supporting corporate office, lab, or critical environment sites (as applicable).
Familiarity with SLA/KPI management, audit readiness, and vendor contract administration.
Safety training and awareness (OSHA familiarity preferred)

Responsibilities

Site Operations and Service Delivery Support daily operations across assigned sites, including routine campus walks, service checks, and issue identification/escalation.
Coordinate and track preventive and corrective maintenance activities to ensure timely execution and minimal disruption.
Provide after-hours/on-call response support per site requirements (as part of a rotation or as directed).
Assist with operational audits, site readiness, and continuous improvement initiatives.
Work Order and CMMS Management Oversee and manage work order intake, triage, assignment, tracking, and closeout within the client CMMS
Enforce quality standards for work order documentation (scope, notes, labor, materials, completion codes, and customer communication).
Monitor backlog, aging work orders, and SLA performance; drive corrective actions and ensure accountability across vendors and internal teams.
Develop and maintain reporting dashboards/metrics for work order performance and recurring issues.
Soft Services Program Oversight Support the Facilities Manager in managing soft services programs (janitorial, waste/recycling, pest control, landscaping/grounds, mailroom, conference room support, etc., as applicable to the sites).
Conduct regular vendor performance reviews, spot checks, and inspections to validate scope execution and quality standards.
Partner with service providers to resolve service failures, implement corrective actions, and sustain continuous improvement.
Client Experience and Relationship Management Serve as a primary point of contact for day-to-day client needs, visitors, and guests—ensuring responsive, professional communication and follow-through.
Coordinate meetings, conference room needs, and site support requests; ensure proper setup, scheduling, and service readiness.
Drive a customer-service culture across vendors and site teams, ensuring client expectations are met or exceeded.
Communicate status updates clearly, including issue summaries, next steps, and risk impacts.
Financial Management and Budget Support Support OPEX tracking, invoice reconciliation, purchase order support, and monthly/quarterly variance reporting.
Assist with budget planning, forecasting, and execution in partnership with the Facilities Manager and client representative.
Identify cost-saving opportunities and productivity improvements while maintaining service quality and compliance.
Assist with capital and expense budget development, business cases, and supporting documentation as needed.
Program Development and Continuous Improvement Help develop and implement programs, processes, and procedures that reduce short- and long-term operating costs and increase productivity.
Support tactical planning for site goals and objectives; track action items and ensure timely completion.
Contribute to annual management plan development for assigned sites, including service strategies and operational roadmaps.
Vendor Management and Contract Compliance Coordinate vendor scheduling, access, badging, escorting (if required), and site-specific requirements.
Monitor service delivery against contracts, SLAs, and KPIs; escalate performance concerns and document corrective actions.
Ensure subcontractors meet commitments for required training, safety compliance, and site procedures.
Participate in vendor performance evaluations and assist with issue resolution and continuous improvement plans.
EHS, Risk Management, and Compliance Support compliance with JLL audit standards and operational policies, including facility, financial, and vendor controls.
Implement and monitor hazard control practices and safe work behaviors; ensure compliance with local codes, client requirements, and JLL standards.
Update and support Emergency Response Plans, drills, and site incident readiness.
Escalate incidents/problems per established protocols, support incident documentation and corrective action tracking.