Assistant Facilities Manager
 JLL | |
 United States, California, Santa Clara | |
 Sep 24, 2024 | |
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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 Soft & hard services is a must 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. | |