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 Role The 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 Structure Based 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 Responsibilities Client Service To understand the client's objectives and instructions in relation to the building Assist the GM in client reporting with regards to on-site facilities services Facilities Management Ensure that on-site management of the property is undertaken in accordance with relevant best practice manuals Liaise with occupier representatives, referring matters to subject matter experts and escalating to senior management if the are unable to be resolved at local level Regularly 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/investment Will 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 contact Under the guidance of the GM, be involved in the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practices To 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 standards To support the GM in the building's Environmental, Social and Governance activities Assist with implementing the use of technology to manage efficiencies within the building To assist the GM in the management of the building's hard services such as building plant and equipment To assist the GM in the management of the building's soft services such as front of house, security and cleaning Under the supervision of the GM, implement minor works, subject to a predetermined budget, controlling all routine expenditure Help prepare site regulations and issues permits for work for all contractor activities onsite To maintain, test and implement disaster planning procedures to cover all emergencies Organise and co-ordinate fire evacuation and bomb drills Establish and maintain proper site records in accordance with best practice guidelines Assist in the development and maintenance of the occupier handbook To assist in the monitoring of vacant/void space in conjunction with the clients' insurance policy Carry out inspections to the property as required by the GM Community and Events Management Working with the GM, act as the lead contact and coordinator for the building occupier engagement marketing, communication and events Working closely with the building Food & Beverage (F&B) teams in the delivery of building marketing, communication and events Supporting the control and management of the budget assigned to events for each service charge year and where possible, raise external revenue through events activities Assist 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 policies Engage and negotiate with potential commercial partners for events, pop-ups, and filming opportunities Support occupier customer feedback programmes and surveys, using feedback to inform strategy Maintain confidentiality of all appropriate communications and documentation Key Stakeholders CBRE Investors (Asset Manager) Property and Facilities Management team (JLL) Occupiers Third party agencies and service partners External marketing, event, creative and communication agencies Local community groups and charities Knowledge, Skills and Experience Essential Experience At least 2 years-experience in facilities management or property administration Knowledge of health and safety processes Previous experience in marketing and events environment, at Assistant or Executive level, either agency or client side Essential Skills Strong interpersonal, verbal, and written communication skills Exceptional organisational and multi-tasking skills Advanced Microsoft Office skills Strong time management and prioritisation abilities Excellent eye for detail and strong ownership mindset Ability to work under pressure and without supervision Desirable Experience & Attributes IOSH Managing Safely or an equivalent qualification Vantify or similar CAFM system Previous experience in marketing and events environment either agency or client side, for a prestigious city centre office Understanding of wellbeing programmes Interest in sustainability Willingness to grow through IOSH/IWFM development Location: 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 page > I want to work for JLL. JLL Privacy Notice Jones 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