Assistant Facilities Manager

What this job involves

This position reports to the Facilities Manager and is part of the Facilities Team. It manages soft services and provides support to ensure efficient and effective running of the site.

Key responsibilities include:

• Managing a team responsible for first‑line soft services: reception, mail operations, meetings and events, cleaning, waste and recycling, vending, and food services.
• Monitoring and maintaining office equipment and supplies, coordinating with vendors for issues, recommendations, and cost estimates.
• Conducting weekly walk‑rounds with the vendor cleaning manager to ensure cleaning quality standards are met.
• Managing Trouble Ticket (Remedy) requests through the helpdesk interface, ensuring internal customers receive prompt action in line with SLAs.
• Overseeing daily health and safety activities, holding regular scheduled meetings, and maintaining records for fire and safety teams, drills, and equipment.
• Providing travel and visitor support, coordinating with locally approved hotels and assisting client travel managers.
• Organizing internal and external client events, managing conferencing facilities quality.
• Managing food and kitchen facilities, directing housekeepers, raising purchase orders, and maintaining Wiki pages.
• Reporting to the Facilities Manager and collaborating with the Facilities Team to ensure effective site operation.

• Knowledge of the Facilities/Office Services Coordinator role and previous experience in a high‑profile corporate environment.
• Previous reception or hospitality experience; diploma/degree level education for comprehensive facilities coordination.
• Strong problem‑solving and decision‑making skills for efficient site operations.
• Excellent written and verbal communication, with proficiency in spreadsheets and word processing.
• Customer‑focused approach with interpersonal skills, assertiveness, and attention to detail.
• Understanding of soft services management (reception, mail, meetings, events, cleaning, waste & recycling).
• Experience in monitoring office equipment and supplies and maintaining vendor contact for issue reporting.
• Knowledge of Trouble Ticket (Remedy) request management via helpdesk interface and SLAs.

• Experience with health and safety management, including fire and safety teams coordination, drills, and equipment training.
• Knowledge of travel/visitor support with local hotel interfaces and assistance to global travel managers.
• Understanding of client event organization and conferencing facility quality management.
• Background in food and kitchen facilities management, including housekeeper direction and purchase order raising coordination.
• Experience managing Wiki pages and communication channels for site information sharing.
• Knowledge of building operations engineer or facilities manager deputising and cover provision.
• Experience maintaining cleaning quality standards with vendor cleaning manager weekly walk‑round coordination.
• Efficient site operations support in a high‑profile corporate environment with a facilities team.

JLL is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other protected class.