Assistant Facilities Manager

JLL; New York (NY); Vor Ort; USD 90.000 - 130.000; Vollzeit

Zusammenfassung

JLL is seeking an Assistant Facilities Manager to support day-to-day operations of a complex financial services workspace in New York City. You will collaborate with Engineering, Security, Workplace Experience, and client teams to maintain high service standards in a regulated environment.

The role emphasizes hospitality in facilities management, vendor oversight, budgeting support, and incident-free operations including life-safety systems.

Qualifikationen

• HS diploma and 4+ years in facilities management or related fields.
• Experience in financial services, investment banking, or regulated environments.
• Knowledge of building systems: HVAC, electrical, plumbing, life safety, and vertical transport.
• Experience with budgeting, forecasts, invoices, POs, and financial reporting.
• Strong vendor and contract management and safety/regulatory familiarity.
• Excellent organizational and cross-functional communication skills.

Aufgaben

• Oversee daily operations across floors, ensuring service quality.
• Conduct inspections, identify safety and workplace concerns, and escalate risks.
• Manage work orders with Engineering and service providers.
• Support HVAC, electrical, plumbing, lighting, and life-safety systems.
• Coordinate after-hours work, vendor activities, and executive meetings prep.
• Develop relationships with client stakeholders and respond to requests promptly.
• Assist with budgeting, forecasts, accruals, and variance explanations.
• Manage vendor performance, SLAs, KPIs, and invoicing alignment.
• Lead hospitality-driven service delivery and workplace experience initiatives.
• Support small-to-mid sized facility projects from scope to completion.

Kenntnisse

Vendor management

Contract management

Regulatory compliance

Communication

Organization

Hospitality mindset

Facilities operations

Budgeting support

Microsoft Office

Ausbildung

High School diploma

Bachelor’s degree in Facilities Management, Engineering, Business, Real Estate, or related

Tools

CMMS

Microsoft Office (Excel, PowerPoint, Outlook, Teams)

Jobbeschreibung

Assistant Facilities Manager- Financial Services -JLL

What this job involves:

The Assistant Facilities Manager will support the delivery of best-in-class facilities services across a complex, fast-paced corporate environment supporting a financial services client in New York City. You'll have direct responsibility for day-to-day facility operations within assigned areas while partnering closely with cross-functional teams including Engineering, Security, Workplace Experience, and others. The ideal candidate combines strong operational knowledge with financial acumen, leadership, attention to detail, and a hospitality-driven mindset. You'll be comfortable taking ownership, making informed decisions, managing vendors, interacting with client stakeholders, and operating within a highly regulated and compliance-focused environment. Experience supporting financial institutions, Class A commercial office environments, or similarly complex corporate facilities is strongly preferred.

What your day-to-day will look like:

Facilities Operations

• Support the Facilities Manager in overseeing daily operations across assigned floors and departments, taking ownership of operational performance and ensuring consistent service delivery
• Conduct regular facility inspections to proactively identify maintenance, housekeeping, safety, and workplace experience concerns
• Manage work orders from initiation through completion, coordinating preventive and corrective maintenance activities with Engineering and service providers
• Support management of building systems including HVAC, electrical, plumbing, lighting, vertical transportation, and fire/life safety
• Coordinate shutdowns, after-hours work, repairs, and vendor activities while ensuring operational readiness for executive meetings, client visits, and high-profile events
• Identify recurring operational issues, develop sustainable solutions, and immediately elevate potential safety, regulatory, operational, or reputational risks
• Participate in emergency response and business continuity activities as required

Client & Stakeholder Management

• Develop strong working relationships with client stakeholders and serve as a trusted point of contact for facilities-related matters
• Respond to client requests with urgency and professionalism, maintaining proactive communication regarding ongoing work, operational impacts, and resolution timelines
• Participate in client meetings to provide updates on operational performance, projects, and areas requiring attention
• Anticipate client needs and identify opportunities to improve service delivery and workplace experience

Financial Management

• Support annual operating budgets, forecasts, accruals, variance reporting, and financial planning
• Review invoices for accuracy and alignment with approved scopes, contracts, and completed work
• Monitor expenses within assigned areas, assist with monthly financial reporting, and provide clear explanations for variances
• Obtain and evaluate vendor proposals to ensure appropriate pricing and services
• Identify cost-saving opportunities and improved resource utilization while maintaining service quality

Vendor & Service Provider Management

• Manage day-to-day relationships with service providers including Engineering, Janitorial, HVAC, Electrical, Plumbing, Pest Control, Vertical Transportation, and specialty contractors
• Ensure vendors consistently meet contractual scopes, SLAs, KPIs, safety requirements, and client expectations
• Conduct vendor performance reviews, validate completed work before approving payment, and coordinate scheduling, building access, and required documentation
• Foster strong vendor partnerships while maintaining accountability for performance and results

Hospitality & Workplace Experience

• Champion a hospitality-first approach to facilities management and service delivery
• Ensure employee-facing spaces including conference rooms, pantries, restrooms, common areas, and executive spaces consistently meet established standards
• Partner with Workplace Experience, Food Services, Security, Events, and Engineering teams to provide a seamless employee and visitor experience

Projects & Operational Improvements

• Support and independently manage small to mid-sized facility projects from scope development through completion
• Coordinate vendors, track schedules and budgets, and minimize disruption to business operations
• Identify opportunities to standardize processes, improve documentation, and increase operational efficiency

Leadership & Team Development

• Provide day-to-day guidance and support to Facilities Coordinators and junior team members
• Promote a culture of accountability, collaboration, hospitality, safety, and continuous improvement
• Step in for the Facilities Manager when appropriate and demonstrate readiness to take on increasing responsibility

Required qualifications:

• HS diploma
• 4+ years of experience in Facilities Management, Corporate Real Estate, Property Management, Building Operations, Workplace Experience, or a related field.
• Experience within financial services, investment banking, Class A commercial office environments, or another highly regulated corporate environment.
• Working knowledge of commercial building systems including HVAC, electrical, plumbing, fire/life safety, vertical transportation, and general building maintenance.
• Experience with budgeting, forecasting, accruals, invoice management, purchase orders, and financial reporting.
• Strong vendor and contract management skills.
• Familiarity with regulatory compliance and Environmental Health & Safety requirements. .
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Ability to communicate effectively with senior leaders, client stakeholders, vendors, and cross-functional teams.
• Proficiency in Microsoft Office, including Excel, PowerPoint, Outlook, and Teams.

Preferred Qualifications

• Bachelor’s degree in Facilities Management, Engineering, Business, Real Estate, or a related discipline.
• Experience within the NYC commercial real estate market.
• Knowledge of NYC building codes, Local Laws, FDNY, DOB, OSHA, and other applicable regulatory requirements.
• OSHA 30 certification or equivalent safety training.
• Experience with Computerized Maintenance Management Systems (CMMS)

Schedule:

Monday–Friday, 8:00 AM – 5:00 PM with flexibility for earlier start times or occasional weekend support. Occasional 5AM shift coverage for inspection reporting to client.

Location:

New York, NY