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.

We're looking for an Assistant Facilities Manager (AFM) to join our team!

Job Title: Assistant Facilities Manager

Location: Santa Clara, CA 95054, 3 million sq ft multi-building portfolio managed by JLL

Type of Employment: Full-time w/JLL employee benefits within 1 month of employment

Schedule: On-site, Monday-Friday, 8:00 AM to 5:00 PM with regular travel to assigned buildings within the portfolio

Reporting To: Facilities Manager

Additional Perks: annual 7.5% salary bonus

What this job involves:

The Assistant Facilities Manager is responsible for systems administration of a maintenance management system, reporting, and facilities support. Primary duties will include working with the Facility Management team to handle routine facility related operations, includingcreating, managing, and verifying work orders, managing, and clearing work order flags, and proficient management / coordination of and with facility coordinators, maintenance technicians, engineers and 3rd party vendors.

What your day-to-day will look like:

Site and Vendor Management

* Manage the site in accordance with all agreed policies, procedures and contract scope. Perform regular walks of space to ensure scope.

* Assist with vendor management for maintenance of janitorial, landscape, mechanical, electrical, plumbing, carpentry, critical systems, HVAC, and others defined within the portfolio of respective sites.

* Support the sourcing SME and area/site managers through the vendor contract procurement process

* Through Corrigo - Ensure all vendors are in compliance with contract and all insurance requirements are met

* Ensure compliance with all health and safety, environment and risk management policies and procedures in conjunction with the area/site manager.

* Coordinate internally with other teams for project completion

* Support the site and area manager in the implementation of short and long-term projects for the client.

Client Relationship Management

* Proactively develop and manage client relationships ensuring that expected service levels are achieved.

* Comply with all requirements of the client contract and meet or exceed key performance indicators.

* Deliver an exceptional quality of service to the client, as reflected by client feedback.

* Support the implementation of innovative programs and processes that reduce short and long term operating costs and increase productivity.

* Finance Management / Cost Control / Profitability

* Assist the area/site manager to achieve or exceed financial targets and key performance indicators.

* Assist with the annual budgeting and quarterly forecasting processes for the site/s as well as prepare monthly spend reports (actual vs. budget, variance etc.)

* Manage vendor purchase orders, invoices, and payments

* Help to develop and approve the annual capital plan for each building, interfacing closely with the client

* Actively support an environment of teamwork, co-operation, performance excellence and personal success.

* Proactively manage the site operations team

* Participate in performance management program, and personal development planning

* Act as an ambassador for JLL by behaving consistently with cultural and ethical requirements

Leadership/Staff Management

* Lead, manage, develop and supervise a professional friendly, creative, energetic, and detail oriented team in the delivery of service.

* Actively support an environment of teamwork, co-operation, performance excellence and personal success

* Participate in the individual performance management program and personal development planning for members of the team

* Align with facilities leadership team as a manager and act in a manager capacity for anything at the site/s

* Act as an ambassador for JLL, adopting and maintaining the firm's core values of Teamwork, Ethics and Excellence

Operations Management

* Functional operational control to deliver excellence every time

* Implement service tasks, procedures and policies and measure performance

* Review and spot-check suppliers/service providers performance to ensure contractual obligations are delivered

* Understand the operational & technical requirements of the site and ensure that current contracts are maintained to provide necessary supplies and services

* Resolve user's complaints and concerns with solutions and follow up

* Be able to resolve problems or improve operations

* Implementation of service task, procedures and policies

* Assist with critical out-of-hours issues & participate as a key team member in responses to emergency situations

* Report building incident following with set escalation channels with measures and solutions

* Work with all related parties on timely delivery of all services

Continuous Improvement implementation

* Cost saving mind-set that drives value for service as every level

* Support extended for Budget forecasting and preparation as and when required.

* Audit and closure of Open PO's.

* Regular audit and ensure closure of Service tickets adhering to timelines.

* Manage & oversee site services (Soft & Hard) as part of the scope delivered where required

* Ensure PM Planned Maintenance program is followed to minimize maintenance, repair, and replacement costs together with minimizing the risk of equipment failure

* Review operational SOP's & propose / make changes as part of continuous improvement

* Manage minor projects / churn in the office

Required experience and skills:

* High School Diploma or equivalent

* 4+ years of dedicated work experience as an Assistant Facility Manager in in the real estate/property/facility management industry

* 2+ years of people management/supervisory experience in the real estate/property/facility management industry

* Proven work experience managing multiple buildings/properties

* Experience using a work order, asset, vendor management software (CMMS)

* Advanced leadership and relationship building skills

* Strong interpersonal skills and problem solving ability

* Excellent verbal / written communication and presentation skills

* Proven record of providing excellent internal and external customer service

* Knowledge of standard business and accounting practices

Preferred experience and skills:

* Military service or higher education in a related field such as business, hospitality, property management is desirable

* Manufacturing/lab facilities management experience is desirable

Please submit your application with an updated resume, location, and contact information.

If you're a current JLL employee, please apply using the Internal Career Site.

Estimated compensation for this position is:

76,300.00 - 103,000.00 USD per year

The pay range listed is a total compensation range including bonus, if applicable. The provided range is an estimate and not guaranteed. An employment offer is based on applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data.

Location:

On-site -Mountain View, CA, San Jose, CA, Santa Clara, CA

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

Personalized benefits that support personal well-being and growth:

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. Some of these benefits may include:

* 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

* Flexible and Remote Work Arrangements may be available

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Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

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For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

This position may require you to be fully vaccinated against COVID-19. If required, you'll be asked to provide proof that you're fully vaccinated upon your start date. You're considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination.

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

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Pursuant to the Los Angeles Fair Chance Initiative for Hiring Ordinance, JLL will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Accepting applications on an ongoing basis until candidate identified.
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