Assistant Facilities Manager

Position Overview

The Assistant Facilities Manager supports the Facilities Manager in overseeing daily facility operations, maintenance activities, and service delivery across assigned buildings or portfolios. This role provides operational leadership for facility teams, manages vendor relationships, coordinates maintenance programs, and ensures facilities operate safely, efficiently, and in compliance with established standards. The Assistant Facilities Manager serves as a key member of the facilities management team, acting as primary facility contact in the Facilities Manager's absence and taking ownership of specific operational areas or projects to ensure seamless service delivery to building occupants.

Key Responsibilities

Operational Support and Oversight The Assistant Facilities Manager assists in managing daily facility operations including maintenance execution, work order coordination, vendor management, and service delivery monitoring. This includes conducting regular facility inspections to identify maintenance needs, safety concerns, and improvement opportunities. The role involves ensuring work orders are completed promptly and to quality standards, tracking key performance indicators, and implementing corrective actions when performance gaps are identified. Responsibilities include serving as the primary operational contact during the Facilities Manager's absence, making decisions on routine operational matters, and escalating complex issues appropriately.

Maintenance Program Coordination This position coordinates preventive and corrective maintenance activities across all building systems and equipment. The Assistant Facilities Manager develops and maintains maintenance schedules in the computerized maintenance management system (CMMS), ensures preventive maintenance tasks are completed on time, and verifies quality of work performed. Responsibilities include analyzing equipment performance data, identifying recurring issues, and recommending improvements to maintenance strategies. The role involves coordinating emergency repairs, managing unplanned equipment failures, and minimizing operational disruptions through proactive maintenance planning.

Team Supervision and Development The Assistant Facilities Manager provides direct supervision to facility technicians, coordinators, and support staff. This includes assigning daily work priorities, monitoring task completion, providing technical guidance, and ensuring staff follow established procedures and safety protocols. Responsibilities include conducting performance evaluations, identifying training needs, coaching team members on technical skills and customer service, and fostering a collaborative team environment. The role involves participating in recruitment and onboarding of new facility staff and supporting their professional development.

Vendor and Contractor Management This position manages relationships with service contractors, suppliers, and vendors to ensure quality service delivery and compliance with contract requirements. The Assistant Facilities Manager coordinates vendor schedules, monitors contractor work quality and safety compliance, reviews and approves invoices, and addresses performance issues promptly. Responsibilities include obtaining competitive quotes for services and repairs, evaluating vendor capabilities, maintaining vendor documentation, and ensuring all contractors have appropriate insurance, licenses, and credentials before performing work.

Building Systems Management The Assistant Facilities Manager monitors and manages building systems including HVAC, electrical, plumbing, fire protection, security, and building automation systems. This includes responding to system alarms, troubleshooting operational issues, coordinating repairs with specialized contractors, and ensuring systems operate efficiently. Responsibilities include analyzing energy consumption patterns, implementing efficiency improvements, adjusting system settings based on occupancy and weather conditions, and maintaining system documentation and operating procedures.

Project Coordination and Support This position assists with planning and execution of facility improvement projects, renovations, and capital expenditure initiatives. The Assistant Facilities Manager develops project scopes, obtains contractor bids, coordinates project schedules with stakeholders, monitors progress and budgets, and ensures minimal disruption to building operations. Responsibilities include managing smaller projects independently while supporting the Facilities Manager on larger capital initiatives, maintaining project documentation, and conducting project closeout activities.

Budget and Financial Management The Assistant Facilities Manager assists with budget development, expense tracking, and cost control initiatives. This includes monitoring spending against approved budgets, processing purchase orders and invoices, identifying cost-saving opportunities, and providing regular financial reports. Responsibilities include analyzing spending patterns, forecasting future expenses, and making recommendations to optimize operational costs without compromising service quality or safety.

Safety and Compliance Management This position ensures facility operations comply with OSHA regulations, building codes, fire safety requirements, environmental regulations, and organizational policies. The Assistant Facilities Manager conducts safety inspections, maintains required permits and certifications, manages incident reporting and investigation processes, and implements corrective actions to address identified deficiencies. Responsibilities include coordinating emergency drills, maintaining emergency response plans, ensuring proper storage and handling of hazardous materials, and promoting a strong safety culture among facility staff.

Customer Service and Communication The Assistant Facilities Manager serves as a key point of contact for building occupants, addressing facility concerns, responding to service requests, and ensuring high levels of customer satisfaction. This includes conducting regular stakeholder meetings, communicating planned maintenance activities and service disruptions, providing status updates on open issues, and gathering feedback on facility services. Responsibilities include managing escalated complaints professionally, finding solutions that balance operational constraints with customer needs, and maintaining positive relationships with all facility users.

Space Management and Move Coordination This position supports space planning initiatives and coordinates office moves, reconfigurations, and space modifications. The Assistant Facilities Manager works with stakeholders to understand space requirements, schedules moving services and contractors, coordinates with IT and other support functions, and ensures moves are completed smoothly with minimal business disruption. Responsibilities include maintaining accurate floor plans and space allocation records and supporting space utilization analysis.

Documentation and Reporting The Assistant Facilities Manager maintains comprehensive facility records including equipment inventories, maintenance histories, vendor contracts, warranties, operational procedures, and compliance documentation. This includes preparing regular reports on operational performance, maintenance activities, financial metrics, and key performance indicators. Responsibilities include analyzing trends, identifying improvement opportunities, and presenting findings to the Facilities Manager and senior stakeholders.

Emergency Response and Business Continuity This position provides leadership during facility emergencies including equipment failures, utility outages, weather events, and other critical incidents. The Assistant Facilities Manager coordinates emergency response activities, communicates with affected stakeholders, implements business continuity measures, and ensures rapid restoration of normal operations. Responsibilities include participating in on-call rotation for after-hours emergency response.

Required Qualifications

Education: Bachelor's degree in Facilities Management, Engineering, Business Administration, Construction Management, or related field required. Technical certifications or associate degree with equivalent experience considered.

Experience: 5-7 years of progressive experience in facilities management, building operations, or property management with at least 2-3 years in a supervisory or lead role. Experience in commercial office buildings, corporate facilities, industrial environments, or institutional settings required. Demonstrated track record of managing maintenance programs and leading facility teams.

Technical Knowledge: Strong working knowledge of building systems including HVAC, electrical, plumbing, fire protection, and security systems. Understanding of preventive maintenance principles, asset management practices, and facility operations best practices. Familiarity with building codes, safety regulations, and compliance requirements.

Leadership Skills: Proven ability to supervise and motivate facility teams with strong interpersonal and coaching abilities. Effective problem-solving and decision-making skills with sound judgment. Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail. Strong organizational and time management capabilities.

Technical Skills: Proficiency with computerized maintenance management systems (CMMS) such as Maximo, ServiceNow, or similar platforms. Advanced Microsoft Office skills including Excel for data analysis and reporting. Experience with building automation systems (BAS) preferred. Ability to read and interpret blueprints, technical drawings, and equipment specifications.

Certifications: Certified Facility Manager (CFM), Facilities Management Professional (FMP), or progress toward certification preferred. OSHA 30-hour certification required or must obtain within first six months. First Aid/CPR certification beneficial. Additional technical certifications in HVAC, electrical, or related trades valuable.

Core Competencies: Excellent communication skills both written and verbal with ability to interact professionally with all organizational levels. Strong customer service orientation with commitment to service excellence. Analytical mindset with ability to use data for decision-making and continuous improvement. Collaborative approach with ability to work effectively across departments. Demonstrated integrity and professionalism with ethical decision-making. Adaptability and resilience with ability to remain calm under pressure.

Preferred Qualifications

Experience managing facilities in commercial real estate, corporate headquarters, or multi-building campuses. Knowledge of energy management and sustainability practices including LEED operations. Experience with capital project management and construction oversight. Familiarity with integrated workplace management systems (IWMS) and smart building technologies. Previous experience conducting facility condition assessments or developing capital plans. Background in engineering or technical trades with hands-on maintenance experience.

Physical Requirements

Ability to conduct regular facility inspections requiring extended periods of walking and standing. Climbing stairs and ladders to access mechanical rooms, rooftops, and elevated equipment. Occasional lifting up to 40 pounds. Ability to work in varying environmental conditions including mechanical rooms, outdoor areas, and confined spaces. Physical capability to respond to emergencies requiring mobility and stamina.

Working Conditions

This position works in a combination of office and facility environments with frequent site inspections and walk-throughs throughout assigned buildings. Standard business hours with flexibility required for emergency response, project coordination, and occasional evening or weekend work. Participation in on-call rotation for after-hours emergencies typically required. May work in environments with varying temperatures, noise levels, and exposure to building systems and equipment.

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To apply or for more information about this opportunity, please contact your local HR representative or visit JLL's career portal.

This job description is intended to describe the general nature and level of work being performed and is not an exhaustive list of all responsibilities, duties, and skills required. Responsibilities may change based on business needs and organizational priorities