Assistant Facilities Manager

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Our people at JLL and 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.   

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 Shanghai Area Facilities leader on the managing of contracts, Capex & Opex expense budgets within approved allocations. 
• The role is responsible for the preparation, collation and submission of related facilities reports as per required frequency for the Facilities Manager review.

Procurement and Vendor 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. 
• Co-ordinate and monitor the contractor management program ensuring all vendors comply with all aspects of their agreement 

Facility Operations

• Oversee the maintenance and operation of the office facilities
• Assist in the implementation a comprehensive energy management program for your sites
• 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
• Implement, comply with and audit all internal management systems, for quality assurance 
• 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
• Oversee the comprehensive facilities operation management system for designated office areas, covering everything from daily maintenance to annual asset inventory. This role focuses on improving operational efficiency through digital and deep involvement in vendor performance management and cost control.

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
• Obey the temporary working arrangement from the leadership.

Candidate Specification

• A university degree or above; major in Administrative Management, Property Management, or related fields preferred.
• 3+ years of experience in administrative or facilities coordination within multinational corporations (MNCs). Familiarity with MPF, social insurance, and Chinese labor laws is a plus.

• Strong multitasking abilities to handle high-frequency employee inquiries (5-10/day) and urgent maintenance issues simultaneously.
• Proficient in Microsoft Office (especially Excel and PowerPoint) for data analysis and reporting.
• Good English communication skills to collaborate with expatriate leadership and international vendors.

Location:

On-site –Shanghai, China

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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