Assistant Facility Manager - Soft Services

JLL; United Arab Emirates; On-site; AED 60,000 - 90,000; Full time

Job summary

JLL in the United Arab Emirates seeks a proactive facilities/guest experience coordinator to maintain safe, efficient, and welcoming workplaces. You will collaborate with engineering, cleaning, and operations teams to manage incidents and improvements, ensuring the site operates within SLAs and KPIs.

This role emphasizes stakeholder communication, data integrity, and the use of CMMS and BMS tools to plan maintenance, coordinate events, and support the client experience.

Qualifications

• Experience in facilities, property management, or hospitality.
• Strong communication in English and with stakeholders.
• Willingness to work shifts and handle multiple tasks.

Responsibilities

• Promote a healthier work environment and coordinate with teams to resolve incidents.
• Support readiness and daily operations of the building.
• Identify issues with operations and manage them to completion with Corrigo.
• Coordinate with engineers, cleaning, and suppliers while following EHS rules.
• Maintain data integrity for sensors, floor plans, and org charts.
• Assist with IT relationships and report IT issues affecting staff experience.
• Contribute to risk management, disaster recovery, and business continuity plans.

Skills

Facilities management

Client services

Communication skills

English proficiency

Multi-tasking

Shift work

Tools

CMMS

MS Office

BMS

Job description

• Promote a healthier work environment, connect with people, share good initiatives such as sport activities and others. The welbeing of teams is a top priority for JLL
• Strongly contributes for the readiness of the building for the working day
• Proactively identifying issues and working with the responsible operations teams (e.g. engineering, cleaning, mail) to manage them through to completion, supporting the One JLL Team with response and resolution of all incidents.
• Support the resolution and reporting of any incident / accident investigations
• Work together with the leadership to implement the property risk management program and industry best practice operations
• Support the implementation and monitoring of disaster recovering and business continuity plans
• Proactively managing any issues / tickets to an efficient closure, including the logging in the work planning tool (Corrigo). If not possible, escalateto the Line Manager before impacting the colleague / guest experience
• Support engineering / JLL service partners with communicating any impacts of scheduled or unplanned works to the client and JLL leadership.
• Take ownership and act accordingly to close any non-conformity coming from audits, assessments and inspections, related to your portfolio or as per requested by your line manager.
• Oversight of data integrity - ensure continuous accurate data (e.g. sensor data, floor plans, team org charts, DART)
• Support the use of technology and digital platforms to enable the Guest Experience team to be agile and present and deliver best-in-class service
• Be on top of the overall site performance metrics. Work with colleagues and vendor partners to proactively manage completion of all work load within SLAs and KPIs (not just directly addressed tasks)
• Coordination of supply partners, ensuring they follow JLL EHS rules & procedures at all times, and working with them to bring innovation to the Account.
• Work alongside the Catering and Events team to brainstorm, plan and organize events, relating to the community’s interests.
• Ensure both finance and procurement (P2P) processes are adhered to and tasks are completed in a timely manner
• Ensure proper management of physical assets by maintaining an accurate asset register.
• Target Carbon Net Zero as team priority and bring innovative solutions to improve our carbon footprint everyday, as part of continuous improvement, as a mindset.
• Coordination and communication of delivery for special requests requiring input from other teams (e.g. OoH working requests)
• Ensure good and appropriate communication between different teams and stakeholders, proactively sharing information and confirming actions. This includes not only your direct reports but also the JLL wider team incl. country leadership, regional SMEs, the Client, Landlords, JLL partners, and others.
• Develop meaningful stakeholder relationships to ensure we are aware of business needs, allowing us to be agile and anticipate their needs
• Implement “New Joiner Welcoming Sessions” to welcome new hires, make them feel valued and unique, arranging access, providing welcome packs and a site tour. There´s only one opportunity to cause a good first impression !
• Constantly and proactively looking for opportunities to improve workspace operations delivery to enhance the employee / guest / client experience
• Be safer together - carry out assigned audits and inspections in a timely manner and work with colleagues to close out any actions
• Ensuring a safe and compliant building, for example reporting good catches and managing actions through to completion
• Manage the building access system if & when applicable
• Proactively contributing to a faultless IT relationship, supporting where required and overseeing IT issues that are impacting colleague experience, escalating where necessary

Role and Responsibilities

• Promote a healthier work environment, connect with people, share good initiatives such as sport activities and others. The welbeing of teams is a top priority for JLL
• Strongly contributes for the readiness of the building for the working day
• Proactively identifying issues and working with the responsible operations teams (e.g. engineering, cleaning, mail) to manage them through to completion, supporting the One JLL Team with response and resolution of all incidents.
• Support the resolution and reporting of any incident / accident investigations
• Work together with the leadership to implement the property risk management program and industry best practice operations
• Support the implementation and monitoring of disaster recovering and business continuity plans
• Proactively managing any issues / tickets to an efficient closure, including the logging in the work planning tool (Corrigo). If not possible, escalateto the Line Manager before impacting the colleague / guest experience
• Support engineering / JLL service partners with communicating any impacts of scheduled or unplanned works to the client and JLL leadership.
• Take ownership and act accordingly to close any non-conformity coming from audits, assessments and inspections, related to your portfolio or as per requested by your line manager.
• Oversight of data integrity - ensure continuous accurate data (e.g. sensor data, floor plans, team org charts, DART)
• Support the use of technology and digital platforms to enable the Guest Experience team to be agile and present and deliver best-in-class service
• Be on top of the overall site performance metrics. Work with colleagues and vendor partners to proactively manage completion of all work load within SLAs and KPIs (not just directly addressed tasks)
• Coordination of supply partners, ensuring they follow JLL EHS rules & procedures at all times, and working with them to bring innovation to the Account.
• Work alongside the Catering and Events team to brainstorm, plan and organize events, relating to the community’s interests.
• Ensure both finance and procurement (P2P) processes are adhered to and tasks are completed in a timely manner
• Ensure proper management of physical assets by maintaining an accurate asset register.
• Target Carbon Net Zero as team priority and bring innovative solutions to improve our carbon footprint everyday, as part of continuous improvement, as a mindset.
• Coordination and communication of delivery for special requests requiring input from other teams (e.g. OoH working requests)
• Ensure good and appropriate communication between different teams and stakeholders, proactively sharing information and confirming actions. This includes not only your direct reports but also the JLL wider team incl. country leadership, regional SMEs, the Client, Landlords, JLL partners, and others.
• Develop meaningful stakeholder relationships to ensure we are aware of business needs, allowing us to be agile and anticipate their needs
• Implement “New Joiner Welcoming Sessions” to welcome new hires, make them feel valued and unique, arranging access, providing welcome packs and a site tour. There´s only one opportunity to cause a good first impression !
• Constantly and proactively looking for opportunities to improve workspace operations delivery to enhance the employee / guest / client experience
• Be safer together - carry out assigned audits and inspections in a timely manner and work with colleagues to close out any actions
• Ensuring a safe and compliant building, for example reporting good catches and managing actions through to completion
• Manage the building access system if & when applicable
• Proactively contributing to a faultless IT relationship, supporting where required and overseeing IT issues that are impacting colleague experience, escalating where necessary

Sound like you? To apply you need to be:

• You have solid experience working within facilities, property management, hospitality or related fields
• Experienced in client services and standard operating procedures and other internal/external communication methods.
• You work collaboratively as part of a team to solve problems with professionalism and service & client focused approach. You are agile in managing conflict / complaints
• You are adept at multitasking and are able to respond to multiple projects effectively
• Excellent verbal and written formal communication skills in both local language and English
• You strive for excellence in what you do and share ideas for improvement
• Flexible to work in shifts or occasionally out of hours when requested

Desired or preferred experience and technical skills:

• You have experience in managing facilities, property management, hospitality or related fields.
• You have people management competence.
• You are proficient with computer equipment and programs (Word, Excel and Outlook) and have a keen interest in technology.
• Preferably, you have experience using Building Management Systems and Computerised Maintenance Management system (CMMS) for managing Preventative Planned Maintenance
• You have knowledge of in-country requirements related to building regulations, H&S, contractors, statutory regulations, etc
• You have experience in project management