Assistant Facility Manager

JLL • San Mateo, CA

1d • Onsite

About The Position

The Assistant Facilities Manager (AFM) will be responsible for the delivery of services to operate and maintain the property including customer/client services, financial management, facility maintenance, procurement, and supplier management. The AFM will develop client relationships with key representatives in supporting the client's corporate real estate goals and objectives.

Requirements

• High School Diploma or equivalent
• 2+ years of proven work experience managing a commercial facility as a third-party provider, corporate entity, or consultant
• 1+ years of proven people management/supervisory work experience in the facilities management industry
• Experience using Computerized Maintenance Management System (CMMS)
• Strong leadership, customer service, and interpersonal skills with associates, clients, and vendors
• Knowledge of applicable financial and accounting terms and principles as they apply to commercial property management
• Strong client service orientation with the ability to provide information and respond to questions from managers, customers, and vendors
• Ability to comprehend and interpret instructions, correspondence, and memos, and ask clarifying questions to ensure understanding
• Ability to respond to common inquiries or complaints from clients, co-workers, vendors, contractors, and supervision
• Candidates must be authorized to work in the United States without sponsorship.

Responsibilities

• Maintain client satisfaction with delivery of Facility Management services and support programs to increase customer satisfaction
• Support compliance with JLL minimum audit and compliance standards in facility management, financial management, and operational policies and procedures
• Meet or exceed site Key Performance Indicators (KPIs); monitor Service Level Agreements (SLAs) monthly to identify potential challenges and plan corrective actions accordingly
• Enforce all Company policies and training requirements regarding safe and efficient operations and work practices
• Implement and monitor hazard control and team safety practices; ensure compliance with local codes, regulations, and JLL operations standards
• Demonstrate strong collaboration and teamwork within the account team by driving the development and implementation of IFM best practices and innovations
• Be proactive and look for continuous improvement opportunities
• Apply emotional intelligence in all interactions
• Support work order management for in-house staff and vendors as necessary
• Support facility soft services as needed and directed such as: meeting preparation, conference room reservations, food services, parking, vending, and badging
• Apply excellent customer service, computer, managerial, verbal and written communication skills
• Multi-task and effectively organize responsibilities to achieve portfolio goals and objectives
• Utilize basic knowledge of building systems (mechanical and electrical systems)
• Work with the Regional Facility Manager in the development and management of annual operating budgets and monthly variance reporting
• Manage, oversee, and coordinate daily facility management activities such as HVAC, electrical, plumbing, fire/life safety systems, landscaping, exterminating, BMS, etc.
• Coordinate with site staff and contractors to ensure good customer service
• Request proposals, schedule, and inspect all maintenance and repairs from onsite vendors and contractors
• Review proposals for repair and maintenance work in accordance with JLL and client procurement policy and operating budget
• Serve as liaison with vendor partner services
• Assist with innovations and special projects
• Perform tours/inspections of properties
• Establish working relationships with clients and contractors to ensure building services are provided to the satisfaction of building occupants
• Manage the work order process from creation to reporting
• Ensure accuracy of vendor invoices from invoice coding in CMMS system to timely vendor payment
• Create/edit monthly reports for work orders, budgets, initiatives, and projects
• Provide support for client team in escorting guests and vendors
• Travel to multiple sites as needed
• Perform other assigned tasks

Benefits

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Early access to earned wages through Daily Pay

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED