Assistant Facility Manager

Job description

We’re JLL, a professional services and investment management firm specializing in real estate. As a Fortune 500 company, we help real estate owners, occupiers and investors achieve their business ambitions. If you’re looking to step up your career, JLL is the perfect professional home.  We’re looking for an Assistant Facilities Manager (AFM) to join our team in NYC.  The AFM is directly in-charge building initiatives under the direction of the Facility Manager.  The AFM's responsibilities include the implementation and execution of programs designed to ensure client and user satisfaction along with the daily management, oversight, and coordination of property management activities. The AFM will function as liaison between the Facility Manager and other JLL personnel, vendors, and contractors in the building as to ensure thorough understanding and implementation of property management objectives. The AFM will also act as a liaison between client and vendors as required.

Essential Duties: .

·  Manages, oversees, and coordinates daily property management activities such as janitorial, lighting, landscaping and exterminating.
·  Coordinates with Chief Engineer and onsite vendors responding to tenant work orders to ensure good customer service.
·  Coordinate the facility needs of all Floor Administrators. Coordinate any facility work in the Executive Office.
·  Request proposals, schedule and inspect all maintenance and repairs from onsite vendors and contractors.
·  Works with Facility Manager in the development and management of the annual operating budgets
·  Reviews proposals for repair and maintenance work in accordance with JLL and client procurement policy and operating budget.
·  Works with Facility Manager and Sourcing Manager to competitively bid and prepare all service contracts to assure high quality and cost effective services. 
·  Assembles and analyzes contract bids and submits recommendations to JLL CRM and CSRE.
·  Responsible for escalations of incidents by following client SOP’s.
·  Liaison with vendor partner services.
·  Assists with Pilot Programs, innovations and special projects.

Additional Duties include:

·  Performs daily tours of the property.
·  Establishes working relationship with all Floor Administrators to ensure that Building services are being provided to the satisfaction of building occupants.
·  Assists in the development, revision and implementation of property manuals and operating procedures. 
·  Assists the Facility Manager to oversee the Administrative Assistant's efforts in developing and maintaining insurance, Facility buildings, vendor and contract files.

Critical Competencies for Success

·  Bachelor's degree or equivalent combination of education and experience.
·  3+ years of commercial property or facilities management experience.
·  Outstanding communication, presentation and analytical skills with the ability to read, analyze, and interpret legal documents (lease agreements, claims of lien, etc.), Facility business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.
·  Computer proficiency with MS Office (Excel, Word, PowerPoint, Outlook), Computerized Maintenance Management System (CMMS), SharePoint, etc.

A successful candidate will possess the following qualifications:

·  Strong leadership skills and interpersonal skills with his/her associates and vendors
·  Applicable financial and accounting knowledge of commercial property management
·  Strong client service orientation with the ability to provide information and respond to questions from groups of managers, customers, and the Facility public.

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