Assistant Facilities Manager

About this role

JLL empowers you to shape a brighter way .  

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Assistant Facilities Manager – JLL

What this job involves: Join JLL as an Assistant Facilities Manager in Palo Alto, CA, where you'll support the Facility Manager in delivering safe, reliable, and compliant facility operations within a large, complex campus environment. This role combines operational leadership with hands-on team management, requiring you to take direct responsibility for a small team supporting soft services and ensuring daily execution across workplace support functions, vendor performance, and service delivery standards. You'll lead day-to-day service operations for assigned scopes including workplace support, conference services, mail coordination, and employee support staff, while resolving issues with urgency and professionalism to drive a consistent employee experience and maintain strong operational discipline. At JLL, we are shaping the future of real estate for a better world, and as an Assistant Facilities Manager, you'll be instrumental in translating operational excellence into tangible outcomes through proactive facility stewardship, team development, and continuous improvement initiatives. This position offers an excellent opportunity for facilities professionals who want to develop their leadership skills while ensuring seamless service delivery across multiple service areas including vendor management, CMMS work order coordination, compliance and safety requirements, and financial and administrative support. Whether you have experience in facilities management, workplace operations, or corporate environments, we're committed to empowering you to thrive as you partner with engineering, workplace support, and operational stakeholders to create exceptional workplace experiences that support our client's business objectives and enhance employee satisfaction.

What your day-to-day will look like: • Lead soft services team operations by directly managing workplace support, conference services, mail coordination, and employee support staff with daily direction, coaching, and performance feedback to ensure high-quality service delivery, professional development, and consistent execution of operational standards across all service touchpoints.

• Oversee service delivery and quality by coordinating soft services execution, monitoring KPIs and SLAs, and ensuring consistent quality and responsiveness across all service areas while identifying opportunities for operational improvements and implementing corrective actions when performance gaps are identified.

• Manage vendor performance and work orders by overseeing vendor scope adherence, conducting quality checks, and coordinating CMMS work order management with proper prioritization and documentation to ensure timely completion of service requests, maintenance activities, and special projects while maintaining accurate records and accountability.

• Support compliance and safety requirements by ensuring adherence to company audit standards, operational policies, and safety requirements while maintaining accurate documentation, supporting internal and external audits, and fostering a culture of safety awareness and regulatory compliance across all team members and service providers.

• Provide financial and administrative support by assisting with invoice review, expense tracking, reporting, and administrative processes to maintain operational visibility, support budget management, and ensure accurate financial documentation and forecasting for assigned service areas and vendor contracts.

• Coordinate cross-team collaboration by partnering with engineering, workplace support, and operational stakeholders to ensure seamless service delivery and coverage, facilitate effective communication across teams, and support integrated facility operations that meet client expectations and business continuity requirements.

• Drive continuous improvement culture by setting service standards, supporting team development through training and mentorship, and leading special projects focused on employee experience improvements, operational efficiency enhancements, and implementation of best practices that elevate service quality and team performance.

Required Qualifications: • 2+ years of experience in facilities management, workplace operations, or a related corporate environment with demonstrated understanding of soft services, workplace support functions, and operational coordination in commercial or campus settings.

• Prior experience leading or supervising a small team (directly or in a lead capacity) in a service delivery environment with proven ability to provide coaching, performance feedback, and daily direction to ensure consistent execution and employee development.

• Experience coordinating vendors and service providers with a focus on service quality and responsiveness, including scope management, performance monitoring, and issue resolution to maintain service level agreements and client satisfaction.

• Strong customer service mindset with the ability to communicate professionally at all levels, build relationships with stakeholders, and address employee and client needs with urgency, professionalism, and a solutions-oriented approach.

• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort working in CMMS platforms for work order management, asset tracking, preventive maintenance scheduling, and operational reporting.

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