Assistant Facilities Manager (m/f/d) fixed term

JLL; Berlin; On-site; EUR 40,000 - 55,000; Full time

Job summary

JLL in Berlin seeks an Assistant Facilities Manager to oversee soft services across the site. You will manage a team, coordinate reception, mail, meetings, and catering, while liaising with vendors to maintain quality and cost efficiency.

The role requires reception or hospitality experience, diploma/degree level education, and strong communication skills. You may deputise for the Facilities Manager and ensure health and safety compliance.

Qualifications

• Experience as Facilities/Office Services Coordinator or similar role.
• Experience in a high profile corporate environment.
• Reception or hospitality experience is preferred.
• Education: Diploma/degree level.
• Strong problem solving and decision making skills.

Responsibilities

• Lead the team delivering first line soft services (reception, mail, meetings, catering, cleaning, waste) for the site.
• Monitor and maintain office equipment and supplies.
• Coordinate with vendors, report issues and provide cost estimates.
• Conduct regular site walk rounds to ensure quality standards.
• Manage helpdesk requests and ensure timely responses per SLAs.
• Oversee health & safety matters, fire drills and safety equipment training.
• Support travel arrangements and client events; assist with information sharing.
• Assist in organizing internal and external Client events and manage conferencing facilities.

Skills

Customer focus

Interpersonal skills

Problem solving

Attention to detail

Verbal & written communications

Education

Diploma/degree level

Job description

Role Purpose

Reporting to the Facilities Manager and working as part of the overall Facilities Team, the

Role Purpose

Reporting to the Facilities Manager and working as part of the overall Facilities Team, the Assistant Facilities Manager (m/f/d) will manage a range of soft services and provide the necessary support to ensure the efficient and effective running of the site.

What This Job Involves

• Manage the team providing first line soft services to the site(s), including reception, mail operations, meeting & events, cleaning, waste & recycling, vending & food services
• Monitor and maintain office equipment and supplies
• Manage and maintain regular contact and meetings with relevant vendors - to report on issues, recommendations and cost estimates
• Weekly walk-round with the vendor cleaning manager ensuring cleaning quality standards are maintained
• Manage Trouble Ticket (Remedy) requests (helpdesk) - interface with internal customersand action queries promptly in line with service level agreements
• Manage daily health & safety issues - maintaining regular scheduled meetings and records of the fire and safety teams/fire drills/safety equipment/training
• Travel/Visitors' support - interface with locally approved hotels - assist Client global travel & hotel managers in information gathering and communicating up to date information to staff.
• Assist in the organizing of internal and external Client events
• Managing the quality of conferencing facilities
• Manage food and kitchen facilities - provide direction to housekeepers
• Raise purchase orders
• Manage Wiki pages and other communication channels for the site(s)
• Deputise / provide cover for Building Operations Engineer / Facilities Manager when appropriate
• Responsible for all other duties and tasks as assigned

Every day is different, and in all these activities, we'd encourage you to show your ingenuity.

Sounds like you? To apply you need to have:

• Knowledge of the Facilities/Office Services Coordinator role
• Previous experience of working within a high profile corporate environment
• Previous reception or hospitality experience
• Education: Diploma/degree level
• Problem solving and with good decision making skills
• Excellent written/verbal communications
• Spreadsheet and word processing
• Customer focused and good inter-personal skills
• Assertive and attention to details

What You Can Expect From Us

• You'll join an entrepreneurial, inclusive culture. One where we succeed together - across the desk and around the globe. Where like-minded people work naturally together to achieve great things.
• Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.
• Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you.

THIS POSITION IS A FIXED TERM ROLE FOR 1 YEAR