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Assistant Facilities Manager
Santa Clara, CA
Job Description
We're looking for an Assistant Facilities Manager (AFM)to join our team!
Job Title: Assistant Facilities Manager
Location: Santa Clara, CA 95054
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
Reporting To: Facilities Manager
Additional Perks: annual 7.5% salary performance 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 and 3rd party providers.
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 insure 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 Skills and Experience:High School Diploma or equivalent; military service or college education in facilities, property, business or related is desirable
4+ years of hospitality/facility managementexperience in the commercial property or facilities management industry
2+ years of people management experience in the commercial property or facilities management industry
Experience using Computerized Maintenance Management System (CMMS) &/or Building Management System (BMS)
Excellent verbal and written communication skills as well as presentation skills
Able to adapt in a fast-paced working environment and versatile in meeting client changing needs and requirements
Strong analytical, organization and administration skills
Proficient in a range of information technology tools and platforms.
Ability to lead team effectively, train them well and promote open, constructive and collaborative relationships at all levels
Has a customer service oriented attitude
Proven ability to manage multiple and complex operational matters on a daily basis
Ability to interact with a wide range of client staff, including senior levels
Detail focused and proactive in nature
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.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Job Title: Assistant Facilities Manager
Location: Santa Clara, CA 95054
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
Reporting To: Facilities Manager
Additional Perks: annual 7.5% salary performance 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 and 3rd party providers.
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 insure 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 Skills and Experience:High School Diploma or equivalent; military service or college education in facilities, property, business or related is desirable
4+ years of hospitality/facility managementexperience in the commercial property or facilities management industry
2+ years of people management experience in the commercial property or facilities management industry
Experience using Computerized Maintenance Management System (CMMS) &/or Building Management System (BMS)
Excellent verbal and written communication skills as well as presentation skills
Able to adapt in a fast-paced working environment and versatile in meeting client changing needs and requirements
Strong analytical, organization and administration skills
Proficient in a range of information technology tools and platforms.
Ability to lead team effectively, train them well and promote open, constructive and collaborative relationships at all levels
Has a customer service oriented attitude
Proven ability to manage multiple and complex operational matters on a daily basis
Ability to interact with a wide range of client staff, including senior levels
Detail focused and proactive in nature
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.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
4+ years
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