Assistant Facilities Manager

Assistant Facilities Manager (AFM) – Onsite FTE role Location: Paris + Remote Management of Others Role Purpose The AFM reports to the EMEA Senior Facilities Manager and supports the Global Customer Experience Director in leading a team or vendor group to manage the tactical delivery of Facilities Service for the assigned property portfolio. The AFM is also the primary point of contact for key stakeholders and/or client. The role involves being a member of the JLL Management Team with total responsibility for the Customer and Facilities Experience within Amsterdam, Copenhagen Offices, and potentially others. The AFM should support the preparation and management of site budgets, maintenance and operations, contract services, purchasing supplies, occupancy services, helpdesk and security policy compliance, and promote a culture that reflects JLL’s core values of Teamwork, Excellence and Ethics. Responsibilities People Management Manage and coach the team while encouraging an environment that supports teamwork, cooperation, and performance excellence. Develop and sustain a consistently high-quality and well-motivated team. Ensure high staff morale, trust, and work ethics. Assist in mentoring and enabling training & development of team members. Encourage collaboration and development of best practice. Keep your team fully informed about operational updates, processes and account‑wide objectives so that they feel involved and supported. Lead by example and be confident in influencing decisions and senior stakeholder teams. Customer Experience Promote and support a first‑class and professional customer experience across all service lines, ensuring a prompt and efficient service and consistently exceeding expectations. Ensure procedural standards manual (SOPs) are kept up to date and the team adheres to them. Address and resolve all internal / external client issues. Assist, when required, in covering team members in the delivery of first‑line facilities support and front‑of‑house services, having full knowledge of all functions. Client/Stakeholder Management Deliver excellent customer service to meet or exceed on‑site client’s expectations. Build and develop effective relationships with key stakeholders and/or client and be comfortable working across all levels. Monitor procedures to ensure client expectations are conveyed and acted upon. Procurement & Vendor Management Assist in the management of all contractors on site to ensure they perform to required standards, including inspection of vendors’ works. Ensure vendor KPI’s and SLA’s are consistently achieved through periodic reporting and management meetings. Support vendor procurement processes in accordance with agreed client procurement guidelines and JLL best practices. Contracts Management Ensure that all contracts are professionally delivered at the right cost and in line with the JLL Code of Ethics. Support in monitoring expiry of contracts. Assess contracts continually to ensure best value delivered to the client. Finance Management / Cost Control / Profitability Assist in ensuring that the site’s financial operations meet targets and control requirements. Manage the finance process from conception through approval, delivery, sign‑off and verification to ensure timeliness and acceptable standards. Support and monitor financial processes to ensure accounts payable procedures are followed. Submit order requests through Coupa as necessary. Health & Safety Management Implement and manage safety procedures to ensure a safe working environment. Ensure compliance with statutory regulations on fire and health and safety standards. Ensure all employees are aware of Hygiene, Health and Safety policies and Fire Regulations. Record and report all accidents, good catches, and near misses within the location, adhering to company procedures. Manage the access‑to‑work procedures, including collation of vendor Risk Assessments, Method Statements and chemical data where relevant. Initiate, review and approve non‑engineering related site and contractor risk assessments & method statements. Ensure all equipment is well maintained and in good working order. Site Operations Management Maintain procedural standards manual (SOPs) and ensure adherence. Be aware of projects within the portfolio that may impact operational delivery, contract or client risk. Meet or exceed site KPIs; monitor SLAs monthly to identify challenges and plan corrective actions. Manage work orders on the CMMS (Corrigo) and coordinate with vendors for correct paperwork. Use management information tools and reports to drive down recurrent faults. Implement industry best practice operations, challenging the status quo to improve building and facilities management. Ensure all Critical Environment (CEM) requirements are met and seek ways to reduce costs and improve operational standards. Conduct site inspections and assessments to maintain building procedures and performance measures. Coordinate 24/7 emergency call support and site attendance. Ensure helpdesk tickets are managed properly to avoid unjustified extensions or overdue tickets. Risk Management Assist in implementing and managing a property risk management programme. Support the implementation and monitoring of disaster recovery and business continuity plans. Follow established escalation procedures and incident reporting procedures. Adhere to JLL’s business conduct and firm guidelines, procedures, and strategies. Compliance / Reporting Support compliance with JLL minimum audit and compliance standards in facility management, financial management and operational policies. Carry out audits and inspections in line with JLL business management systems and standard processes, ensuring the actions database is updated regularly. Additional Responsibilities Attend all location management meetings and any company meetings as required. Contribute towards your own development, with guidance from your line manager, and attend training courses as identified. Act as a positive ambassador for the business. Attend to any reasonable request made by the client, JLL, or client management. Candidate Skills & Experience Experienced in facilities, property management, hospitality or related field. Competent in Quality, Health, Safety and Environment, ideally with recognised certification. Knowledgeable of local health and occupational safety requirements. Experienced in dealing with facilities and vendor management for specialized services. Capable of understanding and interpreting commercial contracts. Confident in budget management and financial analysis. Effective in dealing with stressful situations. Superior people and contractor management skills. Strong communicator with good presentation skills and excellent verbal & written communication skills (English & local language). Person Specification Passionate about customer experience. Confident presenter, strong ability to coach and mentor others. High attention to detail. Flexible, adaptable and proactive. Problem solver. Ability to build positive relations with colleagues, guests and clients. Strong team player with a commitment to support colleagues; 3 years’ experience within a contract/project/facilities management team including staff management and HR preferred. Computer‑literate – good understanding and working knowledge of office software. Influential communicator, able to deliver clear concise messages and identify mutually agreeable solutions. Job Details Seniority level: Associate Employment type: Full‑time Job function: General Business and Engineering Location: Paris, Île‑de‑France, France #J-18808-Ljbffr