Assistant facilities manager

Business Line: Facility Management

Reports To: Facility Manager – IBM Account

Employment Type: Full-Time

About JLL

JLL (Jones Lang LaSalle) is a leading professional services firm specializing in real estate and investment management. We are committed to delivering exceptional workplace experiences for our clients. Our Integrated Facilities Management (IFM) team partners with global organizations to manage their real estate portfolios efficiently and sustainably.

Role Overview

The Assistant Facility Manager (AFM) will support the Facility Manager in delivering integrated facility management services across the IBM account. This role is ideal for a motivated FM professional looking to grow in a structured, client-facing environment. The AFM will assist in managing day-to-day hard and soft services operations, monitoring SLA/KPI performance, coordinating vendors, and supporting team supervision — ensuring IBM's workplace standards are consistently met.

Key Responsibilities

Hard Services Support

• Assist in overseeing MEP (Mechanical, Electrical & Plumbing) systems, HVAC, fire safety, and BMS operations under the guidance of the Facility Manager
• Support the execution and tracking of planned preventive maintenance (PPM) schedules and corrective maintenance works
• Coordinate with engineering staff and technical vendors to ensure timely resolution of maintenance requests
• Conduct routine building inspections and log findings in the CAFM/CMMS system
• Assist in maintaining compliance with statutory regulations, health & safety requirements, and IBM-specific technical standards
  
  

Soft Services Support

• Coordinate day-to-day delivery of housekeeping, security, front-of-house, pantry, landscaping, pest control, and waste management services
• Monitor vendor attendance, performance, and service quality; escalate issues to the Facility Manager as required
• Conduct regular soft services audits and maintain records of findings and corrective actions
• Ensure IBM's workplace hygiene, presentation, and hospitality standards are upheld at all times
  
  

SLA & Performance Monitoring

• Track open and closed work orders in the CAFM/CMMS system; ensure timely closure within agreed SLA timelines
• Assist in compiling data for monthly management reports (MMRs), KPI dashboards, and performance trackers
• Flag SLA breaches or near-misses to the Facility Manager and support root cause analysis
• Support the implementation of continuous improvement initiatives identified by the FM team
  
  

Team Coordination & Supervision

• Provide day-to-day supervision and guidance to on-site staff including technicians, housekeeping supervisors, and security personnel
• Assist in shift scheduling, attendance tracking, and daily task allocation
• Support the Facility Manager in onboarding new team members and conducting toolbox talks
• Promote a culture of safety, discipline, and service excellence within the on-site team
  
  

Client & Stakeholder Coordination

• Serve as a secondary point of contact for IBM facility users and site coordinators for day-to-day service requests
• Respond promptly to IBM user complaints, service requests, and feedback; ensure timely resolution and follow-up
• Support the Facility Manager in preparing for client meetings, site walkthroughs, and IBM audits
• Maintain a professional and responsive interface with IBM stakeholders at all times
  
  

Vendor & Contractor Management

• Raise and track purchase orders, work orders, and service requests with approved vendors
• Verify completion of vendor works on-site and obtain necessary sign-offs before invoice processing
• Maintain an updated vendor contact list, AMC/contract register, and service schedule tracker
• Support the FM in vendor performance reviews and contract compliance checks
  
  

Financial & Administrative Support

• Assist in tracking site operational expenditure against the approved budget
• Process vendor invoices, verify against scope of work, and submit for approval in line with JLL procurement policies
• Maintain accurate records of site documentation including warranties, AMC registers, statutory certificates, and insurance records
• Support the FM in preparing monthly cost variance reports and budget forecasts
  
  

Health, Safety & Compliance

• Support the implementation of JLL EHS standards and IBM's HSE policies across all on-site activities
• Assist in conducting risk assessments, maintaining method statements, and issuing permits to work (PTW)
• Ensure incident reporting, near-miss documentation, and corrective action tracking are up to date
• Participate in emergency response drills and support site emergency preparedness activities
  
  

Experience

Key Requirements

• 3–5 years of experience in Facility Management or a related field, preferably in a corporate or technology sector environment
• Hands-on experience in coordinating hard and soft services operations
• Prior exposure to client-facing FM roles or large enterprise accounts is an advantage
  
  

Qualifications

• Bachelor's degree in Facility Management, Engineering, Business Administration, or a related discipline
• Professional certifications preferred: CFM (IFMA), NEBOSH General Certificate, ISO 41001 Awareness, or equivalent
• Proficiency in CAFM/CMMS systems (e.g., IBM Maximo, Archibus, or similar)
  
  

Skills & Competencies

• Good understanding of building systems (MEP, HVAC, fire safety) and soft services operations
• Strong coordination and follow-through skills with attention to detail
• Ability to manage multiple priorities and work effectively under pressure
• Good interpersonal and communication skills — both verbal and written
• Team player with a proactive, solutions-oriented mindset
• Proficiency in MS Office Suite (Excel, PowerPoint, Word, Teams)
  
  

What We Offer

• Competitive salary and benefits package
• Structured career growth path within JLL's IFM service line
• Mentorship and on-the-job learning under experienced FM leadership
• Exposure to a prestigious global technology account (IBM)
• A collaborative, inclusive, and high-performance work culture