Assistant Facility Manager

JLL•Stamford, CT

8d•Onsite

About The Position

As a Assistant Facilities Manager at JLL, you'll take the lead in orchestrating seamless facility operations for a dynamic client environment. This role puts you at the helm of a diverse team including receptionists, office services coordinators, union staff, and third-party vendors, ensuring every touchpoint delivers excellence. You'll partner closely with senior leadership to drive both day-to-day operations and strategic initiatives, from budget management to sustainability tracking. At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees, and in this role, you'll be instrumental in that mission. Your responsibilities span the full spectrum of facility management: overseeing maintenance and repair services, managing vendor relationships, serving as the primary liaison with building landlords, and ensuring all services meet rigorous KPIs and SLAs. You'll balance tactical execution with strategic planning, managing both operating and capital budgets while identifying cost-saving opportunities that align with client goals. What sets JLL apart is our culture of collaboration, locally and across the globe, and you'll exemplify this by building strong relationships across client teams, vendors, and internal stakeholders to create an environment where everyone can do their best work. Beyond traditional facility oversight, you'll exclusively own the meetings and events function for Stamford while supporting the broader region, manage space planning and occupancy changes, and serve as a hands-on leader who isn't afraid to step in at the front desk when needed.

Requirements

Minimum 5 years of progressive facilities management experience, including at least 2 years in a supervisory or leadership role.
Solid understanding of building systems, maintenance practices, and facility operations best practices
Excellent vendor management and contract administration capabilities
Proficiency with facility management software systems, procurement platforms, ServiceNow, and Corrigo
Strong communication and interpersonal skills with ability to build effective relationships across all organizational levels

Nice To Haves

Experience in corporate office environments.
Background in sustainability initiatives, waste management programs, and space planning
Demonstrated ability to manage building access systems and security protocols across multiple locations
Project management experience with ability to support both short and long-term strategic initiatives
Experience developing succession planning and talent development strategies for facility teams
Track record of process improvement and client satisfaction enhancement initiatives

Responsibilities

Lead and develop a high-performing facilities team including receptionists, office services coordinators, union staff, and third-party vendors, allocating resources strategically and ensuring adherence to best practices
Exclusively own all meetings and events coordination in Stamford and provide support across the broader region, ensuring backup staff are properly trained on event management protocols
Serve as the primary point of contact for building landlords and act as liaison between union representatives and clients to resolve site-related issues effectively
Oversee procurement administration, vendor management, engineering and operational contracts, and invoice processing to ensure timely delivery of contracted services and materials
Monitor and drive client satisfaction by providing seamless facility management services, demonstrating leadership, responsiveness, and creativity in service delivery while continuously improving processes and systems
Manage operating budgets (OPEX and CAPEX), prepare timely month-end budget reports and re-forecasts, and assist with operational reporting, budgeting, contracts, and financial systems as needed
Track and report on KPIs, SLAs, waste management, sustainability metrics, and scope matrix to ensure contractual obligations are consistently met
Coordinate maintenance and repair services, reviewing contractor practices to ensure quality work aligned with manufacturer recommendations and established processes
Identify and implement cost-saving opportunities by maximizing utilization of service providers, preferred vendors, and efficiency improvements consistent with client objectives
Submit and oversee ServiceNow tickets for building operations, utility work, facility maintenance, or shutdown activities that may affect client operations, ensuring tickets are properly routed through Corrigo and resolved promptly
Own, create, and close day-to-day work orders in Corrigo while coordinating all onsite meetings and service requests through the platform
Resolve problems associated with all building services including janitorial, pantry services, printer rooms, conference rooms, and furniture issues
Administer building access for all users and visitors on a daily basis, including registration, issuance, and troubleshooting of access-related issues across locations including Boston
Provide backup coverage for front desk reception during out-of-office periods, acting as an interface with clients, visitors, and guests
Oversee space planning, occupancy changes, and storage space management for all business units
Maintain client site pages on the client's intranet system for the region and coordinate with stakeholders to ensure smooth delivery of programs and procedures
Support unmanned office operations including associate registration for building access and other facility-related needs