Assistant Facilities Manager

Jones Lang LaSalle Incorporated; Milano; On-site; EUR 34,000 - 37,000; Full time

Job summary

Jones Lang LaSalle Incorporated is seeking an Assistant Facilities Manager in Milan to lead first-line soft services across the site. You will supervise reception, mail handling, meetings, cleaning, waste management, and hospitality services, ensuring smooth operations and high service quality.

You will manage vendor relationships, track tickets via the helpdesk, and ensure compliance with safety, security and facilities standards.

Qualifications

• Excellent written and verbal communication in Italian and English.
• Experience in a high-profile corporate environment or demanding contexts.
• Reception or hospitality experience with public-facing competencies.

Responsibilities

• Lead first-line soft services for the site, including reception, mail, meetings, cleaning, waste and catering.
• Coordinate with vendors, track issues, provide cost estimates and reports.
• Oversee health & safety matters, fire drills, and safety training.
• Support travel and visitors, liaise with hotels, gather information for staff.
• Organize internal and external client events and manage conferencing spaces.

Skills

Italian & English communication

Reception experience

Problem solving

Attention to detail

Interpersonal skills

Teamwork

Education

Diploma or degree

Tools

Remedy Helpdesk

Job description

JLL empowers you to shape a brighter way. Our people at JLL 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.

Role Purpose

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

• Managing the team providing first line soft services to the site(s), including reception, mail operations, meeting & events, cleaning, waste & recycling, vending & food services.
• Monitoring and maintaining office equipment and supplies, ensuring constant availability of necessary resources.
• Managing and maintaining regular contact and meetings with relevant vendors to report on issues, recommendations and cost estimates.
• Weekly walk‑rounds with the vendor cleaning manager ensuring cleaning quality standards are maintained.
• Managing Trouble Ticket (Remedy) requests through the helpdesk system, interfacing with internal customers and actioning queries promptly in line with service level agreements.
• Managing daily health & safety issues, maintaining regular scheduled meetings and records of the fire and safety teams, fire drills, safety equipment and training.
• Travel and visitors' support, interfacing with locally approved hotels and assisting Client global travel & hotel managers in information gathering and communicating up‑to‑date information to staff.
• Assisting in the organizing of internal and external Client events.
• Managing the quality of conferencing facilities and meeting spaces.
• Managing food and kitchen facilities, providing direction to housekeeping staff.
• Raising purchase orders and managing related administrative procedures.
• Managing Wiki pages and other communication channels for the site(s).
• Deputising and providing cover for Building Operations Engineer or Facilities Manager when appropriate.
• Responsible for all other duties and tasks as assigned, ensuring flexibility and continuous operational support.

To apply you need to have:

• Knowledge of the Facilities/Office Services Coordinator role and its operational dynamics.
• Previous experience working in a high‑profile corporate environment and demanding contexts.
• Previous reception or hospitality experience with public‑facing competencies.
• Education at diploma or degree level.
• Problem‑solving skills and proactive approach to daily challenges.
• Good decision‑making abilities and operational autonomy.
• Excellent written and verbal communication skills in Italian and English.
• Spreadsheet and word processing competencies.
• Customer‑focused mindset with strong emphasis on service quality.
• Good interpersonal skills and team‑oriented attitude.
• Assertiveness and ability to handle complex situations professionally.
• Attention to detail and precision in task execution.
• Fluent Italian and English language.

Scopo del Ruolo

Riportando al/alla Facilities Manager e operando come parte integrante del Team Facilities, l'Assistant Facilities Manager gestirà una gamma di servizi soft e fornirà il supporto necessario per garantire il funzionamento efficiente ed efficace del sito.

Cosa prevede questo lavoro

• Gestione del team che fornisce servizi soft di primo livello al/ai sito/i, inclusi reception, gestione posta, organizzazione meeting ed eventi, pulizie, gestione rifiuti e riciclo, servizi vending e ristorazione.
• Monitoraggio e manutenzione delle attrezzature e forniture d'ufficio, garantendo la disponibilità costante delle risorse necessarie.
• Gestione e mantenimento di contatti e incontri regolari con i fornitori pertinenti, per riferire su problematiche, raccomandazioni e stime dei costi.
• Ispezioni settimanali con la figura responsabile delle pulizie del fornitore, assicurando il mantenimento degli standard qualitativi delle pulizie.
• Gestione delle richieste tramite Trouble Ticket (Remedy) attraverso sistema helpdesk, interfacciandosi con la clientela interna e rispondendo prontamente alle richieste in linea con gli accordi sui livelli di servizio.
• Gestione quotidiana delle questioni di salute e sicurezza, mantenendo riunioni programmate regolari e documentazione dei team antincendio e sicurezza, esercitazioni antincendio, equipaggiamenti di sicurezza e formazione.
• Supporto viaggi e visitatori, interfacciandosi con gli hotel approvati localmente e assistendo le figure responsabili globali viaggi e hotel del Cliente nella raccolta di informazioni e nella comunicazione di aggiornamenti al personale.
• Assistenza nell'organizzazione di eventi interni ed esterni del Cliente.
• Gestione della qualità delle strutture per conferenze e degli spazi per riunioni.
• Gestione delle strutture alimentari e cucine, fornendo indicazioni al personale addetto.
• Emissione di ordini di acquisto e gestione delle procedure amministrative correlate.
• Gestione delle pagine Wiki e altri canali di comunicazione per il/i sito/i.
• Sostituzione e copertura per Building Operations Engineer o Facilities Manager quando appropriato.
• Responsabilità per tutti gli altri compiti e attività assegnati, garantendo flessibilità e supporto continuo alle operazioni.

Ti riconosci in questo profilo?

• Conoscenza del ruolo di Facilities/Office Services Coordinator e delle sue dinamiche operative.
• Esperienza precedente di lavoro in un ambiente aziendale di alto profilo e contesti esigenti.
• Esperienza pregressa in reception o nel settore hospitality, con competenze di gestione del pubblico.
• Istruzione a livello di diploma o laurea.
• Capacità di problem-solving e approccio proattivo alle sfide quotidiane.
• Buone capacità decisionali e autonomia operativa.
• Eccellenti capacità di comunicazione scritta e verbale in italiano e inglese.
• Competenze nell'utilizzo di fogli di calcolo e programmi di elaborazione testi.
• Orientamento alla clientela e forte focus sulla qualità del servizio.
• Buone capacità interpersonali e attitudine al lavoro di squadra.
• Assertività e capacità di gestire situazioni complesse con professionalità.
• Attenzione ai dettagli e precisione nell'esecuzione delle attività.
• Padronanza fluente dell'italiano e dell'inglese.

Estimated compensation for this position: 33.500 – 37.000 EUR per year

Estimated compensation for this position: 33,500.00 – 37,000.00 EUR per year

Location: On-site –Milano, ITA

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 email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page.

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. For more information about how JLL processes your personal data, please view our Candidate Privacy Statement. For additional details please see our career site pages for each country.