Assistant Facility Manager - Soft Services

Role Overview

Assistant Facility Manager - Soft Services at JLL, on-site in Dubai, United Arab Emirates.

Company Overview

JLL is a leading global provider of real estate and investment management services. The organization combines world-class services, advisory, and technology to serve clients across the real estate sector. JLL is committed to hiring talented people and empowering them to build meaningful careers.

Role Purpose

To support the readiness and optimal operation of the facility by managing soft services, coordinating with operations teams, ensuring compliance with health and safety standards, and delivering an excellent experience for employees, guests, and clients. The role prioritizes team wellbeing, incident resolution, and continuous improvement of workspace operations.

Key Responsibilities

Building Readiness and Operations

• Strongly contribute to the readiness of the building for the working day.
• Proactively identify issues and work with responsible operations teams (engineering, cleaning, mail) to manage them through to completion.
• Proactively manage issues and tickets to efficient closure, including logging in the work planning tool Corrigo.
• Escalate to the Line Manager before impact to colleague or guest experience if closure is not possible.

Incident and Risk Management

• Support the One JLL Team with response and resolution of all incidents.
• Support the resolution and reporting of any incident and accident investigations.
• Work together with leadership to implement the property risk management program and industry best practice operations.
• Support the implementation and monitoring of disaster recovery and business continuity plans.
• Ensure a safe and compliant building, reporting good catches and managing actions through to completion.
• Carry out assigned audits and inspections in a timely manner and work with colleagues to close out any actions.
• Take ownership and act accordingly to close any non-conformity coming from audits, assessments, and inspections related to your portfolio or as requested by your line manager.

Communications and Stakeholder Management

• Support engineering and JLL service partners with communicating any impacts of scheduled or unplanned works to the client and JLL leadership.
• Ensure good and appropriate communication between different teams and stakeholders, proactively sharing information and confirming actions, including direct reports, JLL wider team, country leadership, regional subject matter experts, the Client, Landlords, JLL partners, and others.
• Develop meaningful stakeholder relationships to ensure awareness of business needs, allowing the team to be agile and anticipate needs.
• Coordination and communication of delivery for special requests requiring input from other teams, such as out-of-hours working requests.

Technology and Digital Platforms

• Support the use of technology and digital platforms to enable the Guest Experience team to be agile and present and deliver best-in-class service.
• Oversight of data integrity—ensure continuous accurate data including sensor data, floor plans, team organizational charts, and DART.
• Proactively contribute to a faultless IT relationship, supporting where required and overseeing IT issues that are impacting colleague experience, escalating where necessary.
• Be on top of the overall site performance metrics. Work with colleagues and vendor partners to proactively manage completion of all workload within Service Level Agreements and Key Performance Indicators, not just directly addressed tasks.

Supply Chain and Vendor Coordination

• Coordinate supply partners, ensuring they follow JLL Environment, Health & Safety rules and procedures at all times.
• Work with supply partners to bring innovation to the Account.

Workplace Wellbeing and Culture

• Promote a healthier work environment, connect with people, and share good initiatives such as sport activities. The wellbeing of teams is a top priority for JLL.
• Implement "New Joiner Welcoming Sessions" to welcome new hires, make them feel valued and unique, arrange access, provide welcome packs, and conduct site tours. There is only one opportunity to make a good first impression.
• Work alongside the Catering and Events team to brainstorm, plan, and organize events relating to the community's interests.
• Constantly and proactively look for opportunities to improve workspace operations delivery to enhance the employee, guest, and client experience.

Asset and Facility Management

• Ensure proper management of physical assets by maintaining an accurate asset register.
• Manage the building access system if and when applicable.

Finance and Compliance

• Ensure both finance and procurement (Purchase-to-Pay) processes are adhered to and tasks are completed in a timely manner.
• Ensure knowledge of in-country requirements related to building regulations, health and safety, contractors, and statutory regulations.

Sustainability

• Target Carbon Net Zero as a team priority and bring innovative solutions to improve carbon footprint every day, as part of continuous improvement and as a mindset.

Safety Leadership

• Be safer together—carry out assigned audits and inspections in a timely manner and work with colleagues to close out any actions.

Qualifications & Experience

• Solid experience working within facilities, property management, hospitality, or related fields.
• Experience in client services and standard operating procedures and other internal and external communication methods.
• Experience in managing facilities, property management, hospitality, or related fields (desired).
• People management competence (desired).
• Knowledge of in-country requirements related to building regulations, health and safety, contractors, and statutory regulations (desired).
• Experience in project management (desired).

Skills & Competencies

• Work collaboratively as part of a team to solve problems with professionalism and service and client-focused approach.
• Agile in managing conflict and complaints.
• Adept at multitasking and able to respond to multiple projects effectively.
• Excellent verbal and written formal communication skills in both local language and English.
• Strive for excellence and share ideas for improvement.
• Proficiency with computer equipment and programs including Word, Excel, and Outlook (desired).
• Keen interest in technology (desired).
• Experience using Building Management Systems and Computerised Maintenance Management Systems (CMMS) for managing Preventative Planned Maintenance (desired).

Additional Information

• Location: On-site, Dubai, United Arab Emirates.
• Flexible to work in shifts or occasionally out of hours when requested.
• JLL is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.