JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

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, including creating, 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.

Estimated total compensation ran 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

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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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Accepting applications on an ongoing basis until candidate identified.