Assistant Facility Manager
JLL, Goleta, CA, United States
What This Job Involves
The Assistant Facilities Manager position is responsible for facilities support for an assigned building/s, systems administration of a computerized maintenance management system (CMMS), reporting, and vendor support. Primary duties will include working with the site-based Operation and Facilities teams, account and client leadership to handle routine facility related operations, including creating, managing, and verifying work orders, managing and clearing work order flags, FM projects, vendor relationships, and proficient management/coordination of and with maintenance technicians and 3rd party providers.
What is your day to day?
Build collaborative relationships with vendors and client.
Support the Facilities team in the implementation of short and long-term projects and daily maintenance activities.
Using industry and client best practices, plan, schedule, coordinate and assign all frequency and work type maintenance activities for group or team of responsibility.
Oversight of all Health, Safety, Security and Environment initiatives and processes.
Communicate KPI and SLA requirements in a timely way and partner to identify service delivery improvements and savings; manage third‑party contractors/vendors with respect to work order completion.
Oversee daily work order review; follow up on work orders to ensure successful service delivery and customer experience.
Contribute to site KPI’s, financial and other metrics plus reporting for monthly, quarterly, annually or as needed.
Manage third‑party vendors to drive high‑level service output by reviewing and analyzing KPIs and SLAs defined in the scope of work (SOW).
Understand operations for all FM vendors under management and ensure proper tools are in place to manage vendor performance.
Monitor vendor contract terms and conditions as well as invoice compliance.
Resolve, track, and document vendor escalations quickly and efficiently, implementing action plans to improve performance where necessary.
Contribute to vendor performance assessments via scorecards, BI, MBR/QBRs, and performance improvement action plans.
Ensure appropriate and prompt follow‑up with customers, technicians, and vendors.
Interface with vendors including providing direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption; provide vendor coaching on Corrigo.
Manage operations to mitigate operational risk.
Oversee asset data entry and updates into the CMMS platform.
Responsible for overall integrity of the CMMS (Corrigo) and assuming responsibility for supporting the account team, overseeing proper system use and configuration to meet internal and client objectives.
Minimum Requirements
3-4+ years’ experience with facilities management and managing CMMS/Work Order applications
Superior customer service skills and a strong orientation to provide exceptional JLL customer experience
Proficient in MS Office; must be proficient at Excel spreadsheets and have capability of customizing administrative reports
Excellent listening, verbal, and written communication skills
Ability to build repeatable processes that surpass customer expectations
Ability to multi‑task and work without direct supervision
Ability to plan and manage work under time constraints
US citizenship is required for this position due to government contract requirements
Preferred Qualifications
Undergraduate degree preferred, or equivalent experience
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The Assistant Facilities Manager position is responsible for facilities support for an assigned building/s, systems administration of a computerized maintenance management system (CMMS), reporting, and vendor support. Primary duties will include working with the site-based Operation and Facilities teams, account and client leadership to handle routine facility related operations, including creating, managing, and verifying work orders, managing and clearing work order flags, FM projects, vendor relationships, and proficient management/coordination of and with maintenance technicians and 3rd party providers.
What is your day to day?
Build collaborative relationships with vendors and client.
Support the Facilities team in the implementation of short and long-term projects and daily maintenance activities.
Using industry and client best practices, plan, schedule, coordinate and assign all frequency and work type maintenance activities for group or team of responsibility.
Oversight of all Health, Safety, Security and Environment initiatives and processes.
Communicate KPI and SLA requirements in a timely way and partner to identify service delivery improvements and savings; manage third‑party contractors/vendors with respect to work order completion.
Oversee daily work order review; follow up on work orders to ensure successful service delivery and customer experience.
Contribute to site KPI’s, financial and other metrics plus reporting for monthly, quarterly, annually or as needed.
Manage third‑party vendors to drive high‑level service output by reviewing and analyzing KPIs and SLAs defined in the scope of work (SOW).
Understand operations for all FM vendors under management and ensure proper tools are in place to manage vendor performance.
Monitor vendor contract terms and conditions as well as invoice compliance.
Resolve, track, and document vendor escalations quickly and efficiently, implementing action plans to improve performance where necessary.
Contribute to vendor performance assessments via scorecards, BI, MBR/QBRs, and performance improvement action plans.
Ensure appropriate and prompt follow‑up with customers, technicians, and vendors.
Interface with vendors including providing direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption; provide vendor coaching on Corrigo.
Manage operations to mitigate operational risk.
Oversee asset data entry and updates into the CMMS platform.
Responsible for overall integrity of the CMMS (Corrigo) and assuming responsibility for supporting the account team, overseeing proper system use and configuration to meet internal and client objectives.
Minimum Requirements
3-4+ years’ experience with facilities management and managing CMMS/Work Order applications
Superior customer service skills and a strong orientation to provide exceptional JLL customer experience
Proficient in MS Office; must be proficient at Excel spreadsheets and have capability of customizing administrative reports
Excellent listening, verbal, and written communication skills
Ability to build repeatable processes that surpass customer expectations
Ability to multi‑task and work without direct supervision
Ability to plan and manage work under time constraints
US citizenship is required for this position due to government contract requirements
Preferred Qualifications
Undergraduate degree preferred, or equivalent experience
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