Assistant Facilities Manager

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Overall Role

As the Assistant Facilities Manager, you will lead the day-to-day workplace experience and act as the first impression for employees, visitors, and partners. You will deliver a high-touch, high-impact workplace environment by combining warm hospitality, strong operational discipline, proactive communication, and practical follow-through.

This role works closely with the Workplace Manager, the local building community team, the serviced office or co-working partner, and other cross-functional stakeholders such as IT, Corporate Security and others. You will support daily operations, employee requests, workplace activations, events, vendor coordination, and broader regional initiatives that improve employee experience and operational excellence.

The ideal candidate is proactive, composed, service-minded, and comfortable making real-time decisions within agreed guardrails. They take ownership, solve problems with good judgement, and know when to escalate safety risks, major disruptions, material budget changes, policy decisions, or issues with broader site impact.

Duties & responsibilities

Workplace Experience and employee hospitality

Represents Workplace in a courteous, efficient, and friendly manner in all guests, customers and employee interactions.

Foster a sense of community and create happiness at work for our team, the users of the office and their guest.

Visibly engaged and well known in the workplace; spends a minimum of two hours per day welcoming employees in the reception or employee entrances and walking floors to ensure Workspaces (desk, conference rooms, pantries, utilities etc.) are stocked and maintained

Own the overall workplace experience day to day, proactively identifying and resolving issues end to end and escalating only where safety, material cost, scope, policy, or leadership decisions are required.

Respond to employee requests and feedback through Jira, Slack, email, or other agreed channels with empathy, accuracy, and efficiency.

People Management and Office Operations

Oversee and provide guidance to Workplace Experience Coordinator (WEC) in day-to-day office operations, including mail, shipping and receiving, office supplies, snacks, general inventory, workspace readiness, and service follow-up.

Embody the values and requirements of a JLL People Manager.

Provide operational coverage in the absence of the WEC.

Support meeting rooms, all-hands spaces, and other bookable areas by troubleshooting calendar clashes, room readiness, AV setup, and daily reset needs.

Set up desks, provision workplace equipment, conduct office tours, and provide a memorable onboarding experience for new hires in partnership with Workplace and People teams.

Conduct site inspections and assessments to ensure building procedures, service standards, and performance measures are maintained.

Identify opportunities to improve operational standards, employee experience, efficiency, and cost effectiveness.

Events, activations and food program support

Works closely with WEC to support and coordinate on-site and events, including space booking, room layout, AV setup and takedown, guest greeting, catering, rentals, logistics, and post-event reset.

Manage event requests, changes, and last-minute needs calmly and efficiently while keeping stakeholders informed.

Partner with catering, F&B, events, and logistics teams to ensure event delivery, food quality, timing, and guest experience meet expectations.

Support Workplace-led employee programs, office activations, company traditions, celebrations, and JAPAC cultural initiatives.

Prepare monthly or quarterly event, program, and experience reports as required by the Workplace Manager. Communicating clear and concisely in a timely manner.

Processing high volume emails with accuracy and efficiency.

Site Operations

Ensure planned preventative maintenance is performed to site’s requirement, and any corrective maintenance is performed on a timely manner

Seek ways to improve operational standards and cost effectiveness

24/7 emergency call support and site attendance is required

Coordinate with external vendors and building partners for cleaning, maintenance, IT support, catering, access control, and day-to-day facilities needs.

Support and ensure that JLL KPIs and savings targets are met.

Maintain strong working relationships with building management teams, including coordination of cleaning schedules, maintenance visits, access requirements, and site projects.

Assist in the implementation of Industry Best Practice operations, in accordance with JLL’s OpsAIDE and JCAP standards and processes

Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained always. Seek ways to improve operational standards and cost effectiveness

Prepares monthly and quarterly reports in a timely manner for JLL reporting to client.

o Perform any ad-hoc tasks as directed by the Workplace Manager

Health & Safety Management

Implement and manage safety procedures to ensure the provision of a safe working environment

Ensure compliance with statutory regulations on fire, health and safety standards

Procurement & Vendor Management

Manage multiple vendors using hard and soft skills to deliver services on time and within budget

Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as JLL’s procurement best practices

Finance Management

Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner

Track budget-related details for events and workplace programs, escalating when costs, scope, risk, or safety considerations materially change.

Ensure prompt and accurate management of purchase orders in JDE

Responsible for Invoice and Payment process for vendors on JLL & client system.

What You Will Need

4-7 years minimum prior relevant experience in hospitality, facility / property management, operations and/or knowledge of commercial real estate, preferred

Exceptional customer service skills and professionalism with a passion for hospitality

Ability to manage multiple priorities and deliver results in a fast-paced environment

Highly collaborative with strong interpersonal skills and track record of excellent internal and external customer service

Ability to work independently – strong prioritization and time management skills

Ability to work with diverse teams – lead and/or follow; respectful, cooperative, accountable

Excellent organizational skills and process management

Excellent written and verbal communication skills across email, Slack, in-person interactions, and stakeholder updates.

Adaptable to the use of AI tools to support productivity and efficiency

Proficiency with Google Workspace and Microsoft Office; comfort using Jira, help desk tools, Slack, and other workplace systems.Experience coordinating events, catering, AV, vendors, or serviced office environments is highly regarded.

Basic familiarity with purchase orders, invoice processing, vendor management, or workplace reporting is preferred.

Working Expectations

This role is expected to be primarily on-site.

This role will be the direct line manager for the WEC

The role may require occasional overtime or after-hours coverage for events, incidents, office activations, or urgent workplace needs.

The successful candidate should be comfortable being highly visible in the office, walking floors regularly, engaging with employees, and taking practical ownership of workplace issues.

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.