Assistant Facilities Manager

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.   

Role Purpose

Reporting to the Facilities Manager and working as part of the overall Facilities Team, the Assistant Facilities Manager will manage a range of soft services and provide the necessary support to ensure the efficient and effective running of the site.

What this job involves

The role encompasses managing several essential services for site operations:

Managing the team providing first line soft services to the site(s), including reception, mail operations, meeting & events, cleaning, waste & recycling, vending & food services. Monitoring and maintaining office equipment and supplies, ensuring constant availability of necessary resources.

Managing and maintaining regular contact and meetings with relevant vendors to report on issues, recommendations and cost estimates. Weekly walk-rounds with the vendor cleaning manager ensuring cleaning quality standards are maintained.

Managing Trouble Ticket (Remedy) requests through the helpdesk system, interfacing with internal customers and actioning queries promptly in line with service level agreements. Managing daily health & safety issues, maintaining regular scheduled meetings and records of the fire and safety teams, fire drills, safety equipment and training.

Travel and visitors' support, interfacing with locally approved hotels and assisting Client global travel & hotel managers in information gathering and communicating up-to-date information to staff. Assisting in the organizing of internal and external Client events.

Managing the quality of conferencing facilities and meeting spaces. Managing food and kitchen facilities, providing direction to housekeeping staff. Raising purchase orders and managing related administrative procedures.

Managing Wiki pages and other communication channels for the site(s). Deputising and providing cover for Building Operations Engineer or Facilities Manager when appropriate.

Responsible for all other duties and tasks as assigned, ensuring flexibility and continuous operational support.

Every day is different, and in all these activities, we'd encourage you to show your ingenuity

Sounds like you?

To apply you need to have:

Knowledge of the Facilities/Office Services Coordinator role and its operational dynamics. Previous experience working in a high-profile corporate environment and demanding contexts.

Previous reception or hospitality experience with public-facing competencies. Education at diploma or degree level.

Problem-solving skills and proactive approach to daily challenges. Good decision-making abilities and operational autonomy.

Excellent written and verbal communication skills in Italian and English. Spreadsheet and word processing competencies.

Customer-focused mindset with strong emphasis on service quality. Good interpersonal skills and team-oriented attitude.

Assertiveness and ability to handle complex situations professionally. Attention to detail and precision in task execution.

Fluent Italian and English language.

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Scopo del Ruolo

Riportando al/alla Facilities Manager e operando come parte integrante del Team Facilities, l'Assistant Facilities Manager gestirà una gamma di servizi soft e fornirà il supporto necessario per garantire il funzionamento efficiente ed efficace del sito.

Cosa prevede questo lavoro

Il ruolo comprende la gestione di diversi servizi essenziali per il funzionamento del sito:

Gestione del team che fornisce servizi soft di primo livello al/ai sito/i, inclusi reception, gestione posta, organizzazione meeting ed eventi, pulizie, gestione rifiuti e riciclo, servizi vending e ristorazione. Monitoraggio e manutenzione delle attrezzature e forniture d'ufficio, garantendo la disponibilità costante delle risorse necessarie.

Gestione e mantenimento di contatti e incontri regolari con i fornitori pertinenti, per riferire su problematiche, raccomandazioni e stime dei costi. Ispezioni settimanali con la figura responsabile delle pulizie del fornitore, assicurando il mantenimento degli standard qualitativi delle pulizie.

Gestione delle richieste tramite Trouble Ticket (Remedy) attraverso sistema helpdesk, interfacciandosi con la clientela interna e rispondendo prontamente alle richieste in linea con gli accordi sui livelli di servizio. Gestione quotidiana delle questioni di salute e sicurezza, mantenendo riunioni programmate regolari e documentazione dei team antincendio e sicurezza, esercitazioni antincendio, equipaggiamenti di sicurezza e formazione.

Supporto viaggi e visitatori, interfacciandosi con gli hotel approvati localmente e assistendo le figure responsabili globali viaggi e hotel del Cliente nella raccolta di informazioni e nella comunicazione di aggiornamenti al personale. Assistenza nell'organizzazione di eventi interni ed esterni del Cliente.

Gestione della qualità delle strutture per conferenze e degli spazi per riunioni. Gestione delle strutture alimentari e cucine, fornendo indicazioni al personale addetto. Emissione di ordini di acquisto e gestione delle procedure amministrative correlate.

Gestione delle pagine Wiki e altri canali di comunicazione per il/i sito/i. Sostituzione e copertura per Building Operations Engineer o Facilities Manager quando appropriato.

Responsabilità per tutti gli altri compiti e attività assegnati, garantendo flessibilità e supporto continuo alle operazioni.

Ti riconosci in questo profilo?

Per candidarti devi possedere:

Conoscenza del ruolo di Facilities/Office Services Coordinator e delle sue dinamiche operative. Esperienza precedente di lavoro in un ambiente aziendale di alto profilo e contesti esigenti.

Esperienza pregressa in reception o nel settore hospitality, con competenze di gestione del pubblico. Istruzione a livello di diploma o laurea.

Capacità di problem-solving e approccio proattivo alle sfide quotidiane. Buone capacità decisionali e autonomia operativa.

Eccellenti capacità di comunicazione scritta e verbale in italiano e inglese. Competenze nell'utilizzo di fogli di calcolo e programmi di elaborazione testi.

Orientamento alla clientela e forte focus sulla qualità del servizio. Buone capacità interpersonali e attitudine al lavoro di squadra.

Assertività e capacità di gestire situazioni complesse con professionalità. Attenzione ai dettagli e precisione nell'esecuzione delle attività.

Padronanza fluente dell'italiano e dell'inglese.

Estimated compensation for this position:

33.500 – 37.000 EUR per year

Final compensation packages are determined by various considerations including, but not limited to, skills and competencies assessed on the basis of objective criteria.

Estimated compensation for this position:

33,500.00 – 37,000.00 EUR per year

Final compensation packages are determined by various considerations including, but not limited to, skills and competencies assessed on the basis of objective criteria.

Location:

On-site –Milano, ITA

Job Tags:

GREF

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

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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