Assistant Facilities Manager @ JLL

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Overall Role

The Assistant Facilities Manager is responsible to assist the Facilities Manager for the delivery and performance of IFM contract deliverables for account in Great China.

• The role is the key point of contact with Client and key stakeholders across client sites for the areas of responsibility and its occupants, and act as their service provider liaison.
• Leading the onsite team, the role is responsible for ensuring that JLL team (employee and service partners) delivers FM and workplace services to the highest standard resulting in safe, code-compliant, functional, comfortable, energy efficient and attractive facilities and site infrastructure.
• The role is responsible for supporting the Facilities Manager on the managing of contracts, Capex & Opex expense budgets within approved allocations and provides monthly updates to year-end projections.
• The role is responsible for the preparation, collation and submission of related facilities, financial and project reports as per required frequency for the Facilities Manager review.

Procurement, Finance Control & Asset Management

• Assist in the evaluating the vendor procurement and management practices of your designated CLIENT site and ensure renegotiation and tendering, including tender documentation; evaluation of tenders and preparation of contracts is in accordance with agreed client procurement guidelines.
• Oversee the lifecycle of fixed assets, including inventory checks, tagging, maintenance coordination, and disposal processes.
• Co-ordinate and monitor the contractor management program ensuring all vendors comply with all aspects of their agreement
• Ensure the Contract Management Database is up to date at all the times
• Budget Tracking: Maintain accurate Teams ledgers, upload backups to OneDrive, and prepare monthly internal reports for financial transparency.

Vendor Management & Facility Oversight

• Oversee the maintenance and operation of the office facilities
• Assist in the implementation a comprehensive energy management program
• Assist and monitor building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems
• Monitor the Preventive and Planned Maintenance programme to minimise maintenance, repair and replacement costs together with minimising the risk of plant failure
• Ensure that the team liaises closely with the JLL and CLENT procedures to ensure service standards are maintained
• Recommend continuous quality improvement practices across your site, ensuring initiatives are shared across all Remote sites
• Implement, comply with and audit all internal management systems, for quality assurance
• Inventory Control: Manage stock levels for office supplies, tea breaks, and samples. Process requisitions via system approvals and coordinate replenishment from Sample Center.
• Assist in the organizing of internal and external Client events.

Risk Management

• Assist in the implementation and management of a property risk management program which identifies major property risks including occupational health and safety, fire safety and essential services and environmental.
• Ensure critical operations and sites are identified across the region.
• Assist in the implementation and monitoring of guidelines and strategies to protect health and safety of staff and others, protect Client Microsystems and JLL reputation.
• Support the implementation and monitoring of disaster recovery and business continuity plans
• Follow established escalation procedures and incident reporting procedures

Customer Service

• Provide superior customer service。
• Ensure feedback from client sessions is recorded and actioned to the satisfaction of the end user.
• Pro-actively manage CLIENT expectations ensuring that the service levels are maintained
• Support the Regional Manager in coordinating daily operations across multiple sites to ensure efficient workplace environments. This role focuses on standardizing administrative processes, managing vendors, supporting large-scale events, and overseeing small facility improvement projects. You will act as a key bridge between business needs and facility services.
• Cross-Functional administrative support.

Reporting

• Assist in the budgeting process as required
• Provide input as required into the Monthly Report to CLIENT
• Active involvement in the monitoring and achieving the required Key Performance Indicators

Leadership/Staff Management

• Actively support an environment that supports teamwork, co-operation & performance excellence within the Real Estate team
• Obey the temporary working arrangement from the leadership.

Candidate Specification

• Bachelor’s degree in Business Administration, Human Resources, Accounting, or related fields.
• Over 5 years practical experience in a hybrid administrative/facility role within a multinational corporation (MNC).
• Experience supporting multiple locations or remote teams is highly preferred.
• Interpersonal skills with a strong client focus.
• Technical comprehension and experience with performance based service contracts and vendor management both soft and technical
• Knowledge of local occupational safety requirements
• Ability to work within a budget
• Demonstrated initiative
• Strong written and oral communication skills
• Ability to solve problems

Location

On-site –Chengdu, SC

Job Tags

Facility Operations

If 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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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