Assistant Facilities Manager

What this job involves

This position reports to the Facilities Manager and works as part of overall Facilities Team to manage a range of soft services and provide necessary support to ensure efficient and effective running of the site while managing a team providing first line soft services including reception, mail operations, meetings and events, cleaning, waste and recycling, vending and food services. You will monitor and maintain office equipment and supplies while managing and maintaining regular contact and meetings with relevant vendors to report on issues, recommendations and cost estimates.

This role contributes to JLL's business objectives by conducting weekly walk-rounds with vendor cleaning managers ensuring cleaning quality standards are maintained while managing Trouble Ticket (Remedy) requests through the helpdesk interface with internal customers and actioning queries promptly in line with service level agreements, and maintaining JLL's reputation for excellence in corporate real estate services through seamless facilities management coordination and operational leadership with customer service excellence while managing daily health and safety issues through maintaining regular scheduled meetings and records of fire and safety teams, fire drills, safety equipment and training.

• Manage a team providing first line soft services including reception, mail operations, meetings and events, cleaning, waste and recycling, vending and food services.
• Monitor and maintain office equipment and supplies while managing regular contact and meetings with relevant vendors.
• Conduct weekly walk-rounds with vendor cleaning managers to ensure cleaning quality standards are maintained consistently.
• Manage Trouble Ticket (Remedy) requests through the helpdesk interface with internal customers while actioning queries promptly per SLAs.
• Manage daily health and safety issues, maintaining regular scheduled meetings and records of fire and safety teams, drills, equipment, and training.
• Provide Travel/Visitors support interfacing with locally approved hotels while assisting client global travel and hotel managers.
• Assist in organizing internal and external client events while managing the quality of conferencing facilities.
• Manage food and kitchen facilities, providing direction to housekeepers while raising purchase orders and managing wiki pages.
• Report to the Facilities Manager and work as part of the overall Facilities Team to ensure efficient and effective running of the site.
• Provide necessary support to ensure comprehensive assistant facilities management combining operational leadership with customer service excellence.

• Knowledge of Facilities/Office Services Coordinator role with previous experience working within a high profile corporate environment.
• Previous reception or hospitality experience with diploma/degree level education for comprehensive facilities coordination.
• Problem solving skill with good decision making capabilities for efficient site operations management.
• Excellent written and verbal communications with spreadsheet and word processing proficiency for vendor and customer interactions.
• Customer focused approach with good inter-personal skills while maintaining assertive and attention to detail qualities.
• Understanding of soft services management including reception, mail operations, meetings and events, cleaning, waste and recycling coordination.
• Experience with office equipment and supplies monitoring while maintaining vendor contact and meetings for issues reporting.
• Knowledge of Trouble Ticket (Remedy) requests management with helpdesk interface and service level agreements understanding.

• Experience with health and safety issues management including fire and safety teams coordination with drills and equipment training.
• Knowledge of Travel/Visitors support with locally approved hotels interface and client global travel managers assistance.
• Understanding of internal and external client events organization with conferencing facilities quality management capabilities.
• Background in food and kitchen facilities management with housekeepers direction and purchase orders raising coordination.
• Experience with wiki pages management and communication channels coordination for comprehensive site information sharing.
• Knowledge of Building Operations Engineer/Facilities Manager deputising and cover provision when appropriate.
• Understanding of cleaning quality standards maintenance with vendor cleaning manager weekly walk-rounds coordination.
• Experience in high profile corporate environment with facilities team collaboration and efficient site operations support.
• Background managing team providing first line soft services including reception, mail operations, meetings and events, cleaning, waste and recycling, vending and food services.
• Understanding of monitoring and maintaining office equipment and supplies while managing regular contact and…