Assistant Facilities Manager

Assistant Facilities Manager- Financial Services -JLL

What this job involves:

The Assistant Facilities Manager will support the delivery of best-in-class facilities services across a complex, fast-paced corporate environment supporting a financial services client in New York City. You'll have direct responsibility for day-to-day facility operations within assigned areas while partnering closely with cross-functional teams including Engineering, Security, Workplace Experience, and others. The ideal candidate combines strong operational knowledge with financial acumen, leadership, attention to detail, and a hospitality-driven mindset. You'll be comfortable taking ownership, making informed decisions, managing vendors, interacting with client stakeholders, and operating within a highly regulated and compliance-focused environment. Experience supporting financial institutions, Class A commercial office environments, or similarly complex corporate facilities is strongly preferred.

What your day-to-day will look like:

Facilities Operations

• Support the Facilities Manager in overseeing daily operations across assigned floors and departments, taking ownership of operational performance and ensuring consistent service delivery
• Conduct regular facility inspections to proactively identify maintenance, housekeeping, safety, and workplace experience concerns
• Manage work orders from initiation through completion, coordinating preventive and corrective maintenance activities with Engineering and service providers
• Support management of building systems including HVAC, electrical, plumbing, lighting, vertical transportation, and fire/life safety
• Coordinate shutdowns, after-hours work, repairs, and vendor activities while ensuring operational readiness for executive meetings, client visits, and high-profile events
• Identify recurring operational issues, develop sustainable solutions, and immediately elevate potential safety, regulatory, operational, or reputational risks
• Participate in emergency response and business continuity activities as required

Client & Stakeholder Management

• Develop strong working relationships with client stakeholders and serve as a trusted point of contact for facilities-related matters
• Respond to client requests with urgency and professionalism, maintaining proactive communication regarding ongoing work, operational impacts, and resolution timelines
• Participate in client meetings to provide updates on operational performance, projects, and areas requiring attention
• Anticipate client needs and identify opportunities to improve service delivery and workplace experience

Financial Management

• Support annual operating budgets, forecasts, accruals, variance reporting, and financial planning
• Review invoices for accuracy and alignment with approved scopes, contracts, and completed work
• Monitor expenses within assigned areas, assist with monthly financial reporting, and provide clear explanations for variances
• Obtain and evaluate vendor proposals to ensure appropriate pricing and services
• Identify cost-saving opportunities and improved resource utilization while maintaining service quality

Vendor & Service Provider Management

• Manage day-to-day relationships with service providers including Engineering, Janitorial, HVAC, Electrical, Plumbing, Pest Control, Vertical Transportation, and specialty contractors
• Ensure vendors consistently meet contractual scopes, SLAs, KPIs, safety requirements, and client expectations
• Conduct vendor performance reviews, validate completed work before approving payment, and coordinate scheduling, building access, and required documentation
• Foster strong vendor partnerships while maintaining accountability for performance and results

Hospitality & Workplace Experience

• Champion a hospitality-first approach to facilities management and service delivery
• Ensure employee-facing spaces including conference rooms, pantries, restrooms, common areas, and executive spaces consistently meet established standards
• Partner with Workplace Experience, Food Services, Security, Events, and Engineering teams to provide a seamless employee and visitor experience

Projects & Operational Improvements

• Support and independently manage small to mid-sized facility projects from scope development through completion
• Coordinate vendors, track schedules and budgets, and minimize disruption to business operations
• Identify opportunities to standardize processes, improve documentation, and increase operational efficiency

Leadership & Team Development

• Provide day-to-day guidance and support to Facilities Coordinators and junior team members
• Promote a culture of accountability, collaboration, hospitality, safety, and continuous improvement
• Step in for the Facilities Manager when appropriate and demonstrate readiness to take on increasing responsibility

Required qualifications:

• HS diploma
• 4+ years of experience in Facilities Management, Corporate Real Estate, Property Management, Building Operations, Workplace Experience, or a related field.
• Experience within financial services, investment banking, Class A commercial office environments, or another highly regulated corporate environment.
• Working knowledge of commercial building systems including HVAC, electrical, plumbing, fire/life safety, vertical transportation, and general building maintenance.
• Experience with budgeting, forecasting, accruals, invoice management, purchase orders, and financial reporting.
• Strong vendor and contract management skills.
• Familiarity with regulatory compliance and Environmental Health & Safety requirements. .
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Ability to communicate effectively with senior leaders, client stakeholders, vendors, and cross-functional teams.
• Proficiency in Microsoft Office, including Excel, PowerPoint, Outlook, and Teams.

Preferred Qualifications

• Bachelor’s degree in Facilities Management, Engineering, Business, Real Estate, or a related discipline.
• Experience within the NYC commercial real estate market.
• Knowledge of NYC building codes, Local Laws, FDNY, DOB, OSHA, and other applicable regulatory requirements.
• OSHA 30 certification or equivalent safety training.
• Experience with Computerized Maintenance Management Systems (CMMS)

Schedule:

Monday–Friday, 8:00 AM – 5:00 PM with flexibility for earlier start times or occasional weekend support. Occasional 5AM shift coverage for inspection reporting to client.

Location:

New York, NY