Assistant Operations Manager

JLL•San Jose, CA

1d•$70,000 - $90,000•Onsite

About The Position

The Assistant Facilities Operations Manager supports the Facilities Operations Manager and Senior Facilities Operations Manager in the day-to-day management of facilities operations across the clients San Jose campus. The position provides operational leadership and coordination across Engineering Operations, Facilities Management, Planning, Parts, Construction/Projects, Finance, vendors, and client lab teams. This role is responsible for driving operational activities, project coordination, financial reviews, work order accountability, and communication between facilities teams and campus stakeholders to ensure work is properly planned, executed, documented, and completed.

Requirements

Bachelor's degree in Facilities Management, Engineering, Business Administration, or related field, or equivalent combination of education and experience
5+ years of experience in facilities management, engineering operations, construction, maintenance, or related field.
Experience supporting a complex, multi-building corporate, lab, technology, or mission-critical environment.
Strong understanding of facilities operations, maintenance, construction, and project coordination.
Experience with CMMS systems
Experience with budgets, invoices, accruals, forecasting, and variance reporting.
Strong organizational, communication, problem-solving, and project coordination skills.
Ability to manage multiple priorities and work effectively across multiple teams.
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Corrigo CMMS experience preferred

Responsibilities

Support the Operations Manager and Senior Operations Manager with daily facilities operations, repairs, projects, construction activities, and operational priorities.
Coordinate with Engineering, FM, Planning, Parts, Construction, Project Management, and vendors to ensure work is properly planned and executed.
Track operational action items, project activities, and commitments through completion.
Identify operational risks, scheduling conflicts, resource constraints, and issues requiring escalation.
Support shutdowns, outages, construction activities, and work impacting critical campus infrastructure.
Coordinate communication between client lab teams and Facilities/Engineering Operations regarding upcoming PMs, repairs, projects, shutdowns, and other work impacting laboratory spaces.
Work with lab stakeholders and Planning to identify appropriate work windows and minimize operational disruption.
Ensure lab teams receive timely notifications regarding upcoming work, schedule changes, access requirements, and operational impacts.
Track lab-related concerns and commitments and ensure follow-up through completion.
Participate in recurring meetings with lab stakeholders, Operations, and Planning to review upcoming work.
Partner with the Planning Team to review upcoming PMs, corrective work, repairs, and projects.
Ensure work is properly scheduled, communicated, resourced, and completed.
Coordinate with the Parts Team to ensure required materials and equipment are available for planned work.
Identify material or scheduling issues that may impact operational commitments.
Support monthly financial reviews, budget tracking, forecasting, and operational financial reporting.
Review invoices, purchase orders, commitments, and expenses for accuracy and budget alignment.
Provide variance commentary and identify financial risks or budget concerns.
Support accrual preparation and reconciliation.
Review and approve invoices within assigned authority.
Assist with annual budget development and forecasting.
Monitor Corrigo work orders for timely completion, accurate documentation, and proper closure.
Review and verify completed work orders for labor, materials, documentation, and scope accuracy.
Identify overdue, aging, or incomplete work orders and drive corrective action.
Monitor work order performance and support reporting on backlog and completion metrics.
Coordinate vendor and contractor activities, schedules, site access, and operational requirements.
Verify completion of contracted work prior to invoice approval.
Escalate safety, quality, scheduling, performance, or financial concerns.