New 
Assistant Facility Manager
 JLL | |
 United States, Rhode Island, Providence | |
 Jan 18, 2025 | |
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Assistant Facilities Manager:
Proactively develop and manage client relationships ensuring that expected service levels are achieved. Comply with all requirements of the Client contract and meet or exceed Key Performance Indicators. Deliver an exceptional quality of service to the client, as reflected by client feedback. The AFM role is based on-site. *Local market requirements may vary. WHAT YOU'LL BE DOING Participating in processing accounts payable (A/P) by reviewing and coding invoices for payment. Assisting with accounts receivable (A/R) tasks, such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary. Tracking administrative expenses to ensure they stay within budget and identifying cost reduction opportunities. Monitoring email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel. Maintaining general office organization. Preparing and distributing general correspondence and memos. Organizing, compiling, and preparing reports for distribution. Creating and maintaining accurate and organized physical and virtual filing systems. Updating employee, client, and customer contact databases. Coordinating conference room reservations. Organizing department lunches, meetings, and events. Receiving building access requests and coordinating access for visitors and vendors. Ensuring tenant and contractor certificates of insurance are accurate and meet defined standards. Tracking expiration dates for tenant and contractor certificates of insurance and providing advance notice of upcoming expirations. Supporting compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping. Tracking and coordinating access card activation and deactivation as needed. Assisting the property team in developing and implementing property and employee manuals. Maintaining regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas. Documenting incidents of potential property and equipment liability and forwarding information to risk management personnel. Gathering W-9 forms from vendors and assisting in new vendor setups as needed. Assisting team members with property budget preparation and recurring reporting. Supporting engineers with recording and billing monthly utility meter readings, as appropriate. Assisting with vendor contract creation, execution, and tracking as requested. Providing general and ad hoc administrative support to the property as needed. Performing any other duties and tasks assigned. Manage the site in accordance with all agreed policies, procedures and contract scope. Identify opportunities for improved operation to drive efficiencies (process and cost) and make recommendations to the SFM for consideration. Assist with site responsibilities for mechanical, electrical, plumbing, carpentry, critical systems, HVAC, generator and others defined within the portfolio of respective sites. Support the implementation of innovative programs and processes that reduce short- and long-term operating costs and increase productivity. Ensure compliance with all Health and Safety, Environment and Risk Management policies and procedures, manage repairs and maintenance, minor works and other requests received via the help desk, tracking to completion. Manage vendors, ensuring services are delivered in accordance with the contract and to agreed standards. Document and escalate instances of poor performance. Coordinate internally with other teams which may include fitness, food services, Security and capital projects. Support the Site and SFM in the implementation of short and long-term projects for the client. Maintain and update Standard Operating Procedures (SOPs) and emergency response documentation for the site as required. Update and maintain accurate records and official documentation for the site. Deliver portfolio management reports as required under the Agreement with the Client and as requested Any other activities to support site operations, including, but not limited to: Moves/reconfigurations, events, safety, reception and mail services WHAT YOU BRING TO THE TABLE Requirements: Bachelor's or Associate Degree preferred or equivalent work experience Minimum of 2 year of experience in commercial real estate, property team, or office management. Proficient knowledge of Microsoft Office Suite and willingness to learn new programs and technology. Advanced oral and written communication skills. Strong attention to detail and organizational skills. Self-starter with the ability to manage multiple projects under pressure. Ability to work autonomously or as part of a team, interacting effectively with coworkers and internal clients at all levels and in multiple disciplines. Ability to calculate figures and percentages. Capable of developing effective and constructive solutions to challenges and obstacles. Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture. Ability to occasionally work flexible hours exceeding 8 hours per day, 5 days per week, or 40 hours per week. Strong analytical, organizational and presentation skills. Demonstrated intermediate to advanced written communication skills (spelling, grammar and punctuation) and verbal communications skills Able to work independently with minimal supervision Prioritize and manage the completion of projects in an efficient and timely manner Ability to quickly learn how to use any Company required software may be required Physical Work Requirements and Work Conditions: In compliance with the Americans with Disabilities Act (ADA), the AFM responsibilities require the following minimum physical requirements: Regular sitting for long periods of time. Frequent standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling. Reading video display terminals, order forms, and other written documents. Lifting a minimum of thirty-five (35) pounds. Using and accessing stairwells during emergencies. Using keyboards for typing and computer input. Hearing, speaking, and answering the office telephone system. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the role. WHAT'S IN IT FOR YOU Join an industry leader and shape the future of commercial real estate. Deep investment in cutting-edge technology to power your work. Comprehensive and competitive benefits plan A supportive, caring and diverse work environment designed for your growth and well-being. A platform to make a meaningful impact on the community and the environment through our sustainability initiatives. Assistant Facilities Manager: Proactively develop and manage client relationships ensuring that expected service levels are achieved. Comply with all requirements of the Client contract and meet or exceed Key Performance Indicators. Deliver an exceptional quality of service to the client, as reflected by client feedback. The AFM role is based on-site. *Local market requirements may vary. WHAT YOU'LL BE DOING Participating in processing accounts payable (A/P) by reviewing and coding invoices for payment. Assisting with accounts receivable (A/R) tasks, such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary. Tracking administrative expenses to ensure they stay within budget and identifying cost reduction opportunities. Monitoring email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel. Maintaining general office organization. Preparing and distributing general correspondence and memos. Organizing, compiling, and preparing reports for distribution. Creating and maintaining ac | |