Assistant Facilities Manager

JLL empowers you to shape a brighter way.  Our people at JLL and JLL Technologies 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.   Reporting to the General Manager (GM), the Assistant Facilities Manager (AFM) will support them in delivering exceptional facilities management services at 78 St James's Street, ensuring highest standards of building maintenance and occupier service. The AFM will coordinate marketing, communications, and events within the building while managing budgets and implementing technology solutions. This role focuses on creating premium experience for occupiers while maintaining operational excellence and supporting the building's community strategy initiatives.Objective of RoleThe AFM will assist the GM to deliver facilities management services to best practice standards defined by JLL Ltd. The AFM will ensure that the highest standards of management and maintenance of 78 St James's Street and services to the occupiers are provided and will seek direction from the GM and in certain circumstances the Property Manager.Team StructureBased on-site at 78 St James's Street, The AFM will report to and seek direction from the GM, taking guidance as appropriate. Working as 'one-team', the AFM will work closely with the onsite team of service partners to ensure a seamless experience to occupiers. They will also work in several client focused "virtual teams" within JLL, such as Asset and Property Managers, Surveying Executives and Client Accountants.  They may have some contact with the client.Main Duties and ResponsibilitiesClient ServiceTo understand the client's objectives and instructions in relation to the buildingAssist the GM in client reporting with regards to on-site facilities servicesFacilities ManagementEnsure that on-site management of the property is undertaken in accordance with relevant best practice manualsLiaise with occupier representatives, referring matters to subject matter experts and escalating to senior management  if the are unable to be resolved at local levelRegularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building, in support of the GM of any occupier matters that may influence property valuation/investmentWill be in the call rota to attend the building during emergencies, ensuring that adequate provision is made for emergency and out of hours cover using the JLL out of hours point of contactUnder the guidance of the GM, be involved in the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practicesTo assist the GM in the procurement of all supplies and service at the property in accordance with the JLL Ltd  procurement programme. This will include the use of accredited Contactors only, usually based on framework agreements and JLL Ltd's purchase ordering systems as well as the monitoring of service partner performance against agreed standardsTo support the GM in the building's Environmental, Social and Governance activitiesAssist with implementing the use of technology to manage efficiencies within the buildingTo assist the GM in the management of the building's hard services such as building plant and equipmentTo assist the GM in the management of the building's soft services such as front of house, security and cleaningUnder the supervision of the GM, implement minor works, subject to a predetermined budget, controlling all routine expenditureHelp prepare site regulations and issues permits for work for all contractor activities onsiteTo maintain, test and implement disaster planning procedures to cover all emergenciesOrganise and co-ordinate fire evacuation and bomb drillsEstablish and maintain proper site records in accordance with best practice guidelinesAssist in the development and maintenance of the occupier handbookTo assist in the monitoring of vacant/void space in conjunction with the clients' insurance policyCarry out inspections to the property as required by the GMCommunity and Events ManagementWorking with the GM, act as the lead contact and coordinator for the building occupier engagement marketing, communication and eventsWorking closely with the building Food & Beverage (F&B) teams in the delivery of building marketing, communication and eventsSupporting the control and management of the budget assigned to events for each service charge year and where possible, raise external revenue through events activitiesAssist with implementing the use of technology in the delivery of the community strategy such as the building Occupier Engagement App (Smartspaces)Collate appropriate documentation for each event including Event Management Plans, Risk Assessments, and License documents, ensuring all events adhere to health & safety and licensing policiesEngage and negotiate with potential commercial partners for events, pop-ups, and filming opportunitiesSupport occupier customer feedback programmes and surveys, using feedback to inform strategyMaintain confidentiality of all appropriate communications and documentationKey StakeholdersCBRE Investors (Asset Manager)Property and Facilities Management team (JLL)OccupiersThird party agencies and service partnersExternal marketing, event, creative and communication agenciesLocal community groups and charitiesKnowledge, Skills and ExperienceEssential ExperienceAt least 2 years-experience in facilities management or property administrationKnowledge of health and safety processesPrevious experience in marketing and events environment, at Assistant or Executive level, either agency or client sideEssential SkillsStrong interpersonal, verbal, and written communication skillsExceptional organisational and multi-tasking skillsAdvanced Microsoft Office skillsStrong time management and prioritisation abilitiesExcellent eye for detail and strong ownership mindsetAbility to work under pressure and without supervisionDesirable Experience & AttributesIOSH Managing Safely or an equivalent qualificationVantify or similar CAFM systemPrevious experience in marketing and events environment either agency or client side, for a prestigious city centre officeUnderstanding of wellbeing programmesInterest in sustainabilityWillingness to grow through IOSH/IWFM developmentLocation: On-site –London, GBRIf this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements.  We're interested in getting to know you and what you bring to the table If you require any changes to the application process, please email or call +44 (0) to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process.   Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.JLL Privacy NoticeJones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. 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. 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