Job Description

JLL supports the Whole You, personally and professionally.



Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.



Reporting to the General Manager (GM), the Assistant Facilities Manager (AFM) will support them in delivering exceptional facilities management services at 78 St James's Street, ensuring highest standards of building maintenance and occupier service. The AFM will coordinate marketing, communications, and events within the building while managing budgets and implementing technology solutions. This role focuses on creating premium experience for occupiers while maintaining operational excellence and supporting the building's community strategy initiatives.



Objective of Role



The AFM will assist the GM to deliver facilities management services to best practice standards defined by JLL Ltd. The AFM will ensure that the highest standards of management and maintenance of 78 St James's Street and services to the occupiers are provided and will seek direction from the GM and in certain circumstances the Property Manager.



Team Structure



Based on-site at 78 St James's Street, The AFM will report to and seek direction from the GM, taking guidance as appropriate. Working as 'one-team', the AFM will work closely with the onsite team of service partners to ensure a seamless experience to occupiers. They will also work in several client focused "virtual teams" within JLL, such as Asset and Property Managers, Surveying Executives and Client Accountants. They may have some contact with the client.



Main Duties and Responsibilities



Client Service

To understand the client's objectives and instructions in relation to the building



Assist the GM in client reporting with regards to on-site facilities services



Facilities Management

Ensure that on-site management of the property is undertaken in accordance with relevant best practice manuals



Liaise with occupier representatives, referring matters to subject matter experts and escalating to senior management if the are unable to be resolved at local level



Regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building, in support of the GM of any occupier matters that may influence property valuation/investment



Will be in the call rota to attend the building during emergencies, ensuring that adequate provision is made for emergency and out of hours cover using the JLL out of hours point of contact



Under the guidance of the GM, be involved in the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practices



To assist the GM in the procurement of all supplies and service at the property in accordance with the JLL Ltd procurement programme. This will include the use of accredited Contactors only, usually based on framework agreements and JLL Ltd's purchase ordering systems as well as the monitoring of service partner performance against agreed standards



To support the GM in the building's Environmental, Social and Governance activities



Assist with implementing the use of technology to manage efficiencies within the building



To assist the GM in the management of the building's hard services such as building plant and equipment



To assist the GM in the management of the building's soft services such as front of house, security and cleaning



Under the supervision of the GM, implement minor works, subject to a predetermined budget, controlling all routine expenditure



Help prepare site regulations and issues permits for work for all contractor activities onsite



To maintain, test and implement disaster planning procedures to cover all emergencies



Organise and co-ordinate fire evacuation and bomb drills



Establish and maintain proper site records in accordance with best practice guidelines



Assist in the development and maintenance of the occupier handbook



To assist in the monitoring of vacant/void space in conjunction with the clients' insurance policy



Carry out inspections to the property as required by the GM



Community and Events Management

Working with the GM, act as the lead contact and coordinator for the building occupier engagement marketing, communication and events



Working closely with the building Food & Beverage (F&B) teams in the delivery of building marketing, communication and events



Supporting the control and management of the budget assigned to events for each service charge year and where possible, raise external revenue through events activities



Assist with implementing the use of technology in the delivery of the community strategy such as the building Occupier Engagement App (Smartspaces)



Collate appropriate documentation for each event including Event Management Plans, Risk Assessments, and License documents, ensuring all events adhere to health & safety and licensing policies



Engage and negotiate with potential commercial partners for events, pop-ups, and filming opportunities



Support occupier customer feedback programmes and surveys, using feedback to inform strategy



Maintain confidentiality of all appropriate communications and documentation



Key Stakeholders

CBRE Investors (Asset Manager)



Property and Facilities Management team (JLL)



Occupiers



Third party agencies and service partners



External marketing, event, creative and communication agencies



Local community groups and charities



Knowledge, Skills and Experience



Essential Experience

At least 2 years-experience in facilities management or property administration



Knowledge of health and safety processes



Previous experience in marketing and events environment, at Assistant or Executive level, either agency or client side



Essential Skills

Strong interpersonal, verbal, and written communication skills



Exceptional organisational and multi-tasking skills



Advanced Microsoft Office skills



Strong time management and prioritisation abilities



Excellent eye for detail and strong ownership mindset



Ability to work under pressure and without supervision



Desirable Experience & Attributes

IOSH Managing Safely or an equivalent qualification



Vantify or similar CAFM system



Previous experience in marketing and events environment either agency or client side, for a prestigious city centre office



Understanding of wellbeing programmes



Interest in sustainability



Willingness to grow through IOSH/IWFM development



If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table!



Personalized benefits that support personal well-being and growth:



JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.



About JLL -



We're JLL--a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.



Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.



Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.