Assistant Facilities Manager (Soft Services)

What this job involves

As the Assistant Facilities Manager, you will lead the day-to-day workplace experience and act as the first impression for employees, visitors, and partners. You will deliver a high-touch, high-impact workplace environment by combining warm hospitality, strong operational discipline, proactive communication, and practical follow-through.

This role works closely with the Workplace Manager, the local building community team, the serviced office or co-working partner, and other cross-functional stakeholders such as IT, Corporate Security and others. You will support daily operations, employee requests, workplace activations, events, vendor coordination, and broader regional initiatives that improve employee experience and operational excellence.

The ideal candidate is proactive, composed, service-minded, and comfortable making real-time decisions within agreed guardrails. They take ownership, solve problems with good judgement, and know when to escalate safety risks, major disruptions, material budget changes, policy decisions, or issues with broader site impact.

What your day-to-day will look like:

Workplace Experience and employee hospitality

• Represents Workplace in a courteous, efficient, and friendly manner in all guests, customers and employee interactions.
• Foster a sense of community and create happiness at work for our team, the users of the office and their guest.
• Visibly engaged and well known in the workplace; spends a minimum of two hours per day welcoming employees in the reception or employee entrances and walking floors to ensure Workspaces (desk, conference rooms, pantries, utilities etc.) are stocked and maintained
• Own the overall workplace experience day to day, proactively identifying and resolving issues end to end and escalating only where safety, material cost, scope, policy, or leadership decisions are required.
• Respond to employee requests and feedback through Jira, Slack, email, or other agreed channels with empathy, accuracy, and efficiency.

People Management and Office Operations

• Oversee and provide guidance to Workplace Experience Coordinator (WEC) in day-to-day office operations, including mail, shipping and receiving, office supplies, snacks, general inventory, workspace readiness, and service follow-up.
• Embody the values and requirements of a JLL People Manager.
• Provide operational coverage in the absence of the WEC.
• Support meeting rooms, all-hands spaces, and other bookable areas by troubleshooting calendar clashes, room readiness, AV setup, and daily reset needs.
• Set up desks, provision workplace equipment, conduct office tours, and provide a memorable onboarding experience for new hires in partnership with Workplace and People teams.
• Conduct site inspections and assessments to ensure building procedures, service standards, and performance measures are maintained.
• Identify opportunities to improve operational standards, employee experience, efficiency, and cost effectiveness.

Events, activations and food program support

• Works closely with WEC to support and coordinate on-site and events, including space booking, room layout, AV setup and takedown, guest greeting, catering, rentals, logistics, and post-event reset.
• Manage event requests, changes, and last-minute needs calmly and efficiently while keeping stakeholders informed.
• Partner with catering, F&B, events, and logistics teams to ensure event delivery, food quality, timing, and guest experience meet expectations.
• Support Workplace-led employee programs, office activations, company traditions, celebrations, and JAPAC cultural initiatives.
• Prepare monthly or quarterly event, program, and experience reports as required by the Workplace Manager. Communicating clear and concisely in a timely manner.
• Processing high volume emails with accuracy and efficiency.

Site Operations

• Ensure planned preventative maintenance is performed to site’s requirement, and any corrective maintenance is performed on a timely manner
• Seek ways to improve operational standards and cost effectiveness
• 24/7 emergency call support and site attendance is required
• Coordinate with external vendors and building partners for cleaning, maintenance, IT support, catering, access control, and day-to-day facilities needs.
• Support and ensure that JLL KPIs and savings targets are met.
• Maintain strong working relationships with building management teams, including coordination of cleaning schedules, maintenance visits, access requirements, and site projects.
• Assist in the implementation of Industry Best Practice operations, in accordance with JLL’s OpsAIDE and JCAP standards and processes
• Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained always. Seek ways to improve operational standards and cost effectiveness
• Prepares monthly and quarterly reports in a timely manner for JLL reporting to client.
• Perform any ad-hoc tasks as directed by the Workplace Manager

Health & Safety Management

• Implement and manage safety procedures to ensure the provision of a safe working environment
• Ensure compliance with statutory regulations on fire, health and safety standards

Procurement & Vendor Management

• Manage multiple vendors using hard and soft skills to deliver services on time and within budget
• Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as JLL’s procurement best practices

Finance Management

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• Track budget-related details for events and workplace programs, escalating when costs, scope, risk, or safety considerations materially change.
• Ensure prompt and accurate management of purchase orders in JDE
• Responsible for Invoice and Payment process for vendors on JLL & client system.

Required qualifications:

• 4-7 years minimum prior relevant experience in hospitality, facility / property management, operations and/or knowledge of commercial real estate, preferred
• Exceptional customer service skills and professionalism with a passion for hospitality
• Ability to manage multiple priorities and deliver results in a fast-paced environment
• Highly collaborative with strong interpersonal skills and track record of excellent internal and external customer service
• Ability to work independently – strong prioritization and time management skills
• Ability to work with diverse teams – lead and/or follow; respectful, cooperative, accountable
• Excellent organizational skills and process management
• Excellent written and verbal communication skills across email, Slack, in-person interactions, and stakeholder updates.
• Adaptable to the use of AI tools to support productivity and efficiency
• Proficiency with Google Workspace and Microsoft Office; comfort using Jira, help desk tools, Slack, and other workplace systems.
• Experience coordinating events, catering, AV, vendors, or serviced office environments is highly regarded.
• Basic familiarity with purchase orders, invoice processing, vendor management, or workplace reporting is preferred.