Assistant Facilities Manager

Overview

Lead day-to-day workplace experience and act as the first impression for employees, visitors and partners, delivering a high-touch, high-impact workplace environment. Works closely with the Workplace Manager, the local building community team, the serviced office or co-working partner, and cross-functional stakeholders such as IT and Corporate Security.

What you'll do

• Represent Workplace in a courteous, efficient and friendly manner in all guest, customer and employee interactions.
• Foster a sense of community and create happiness at work for the team, office users and their guests.
• Be visibly engaged in the workplace; spend a minimum of two hours per day welcoming employees at reception or employee entrances and walking floors to ensure workspaces (desks, conference rooms, pantries, utilities) are stocked and maintained.
• Own the overall workplace experience day to day, proactively identifying and resolving issues end to end, and escalating only where safety, material cost, scope, policy or leadership decisions are required.
• Respond to employee requests and feedback through Jira, Slack, email or other agreed channels with empathy, accuracy and efficiency.
• Oversee and provide guidance to the Workplace Experience Coordinator (WEC) in day-to-day office operations, including mail, shipping and receiving, office supplies, snacks, general inventory, workspace readiness and service follow-up.
• Embody the values and requirements of a JLL People Manager.
• Provide operational coverage in the absence of the WEC.
• Support meeting rooms, all-hands spaces and other bookable areas, troubleshooting calendar clashes, room readiness, AV setup and daily reset needs.
• Set up desks, provision workplace equipment, conduct office tours and provide a memorable onboarding experience for new hires in partnership with Workplace and People teams.
• Conduct site inspections and assessments to ensure building procedures, service standards and performance measures are maintained.
• Identify opportunities to improve operational standards, employee experience, efficiency and cost effectiveness.
• Work with the WEC to support and coordinate on-site events, including space booking, room layout, AV setup and takedown, guest greeting, catering, rentals, logistics and post-event reset.
• Manage event requests, changes and last-minute needs calmly and efficiently while keeping stakeholders informed.
• Partner with catering, F&B, events and logistics teams to ensure event delivery, food quality, timing and guest experience meet expectations.
• Support Workplace-led employee programs, office activations, company traditions, celebrations and JAPAC cultural initiatives.
• Prepare monthly or quarterly event, program and experience reports as required by the Workplace Manager.
• Communicate clearly and concisely in a timely manner, and process high volumes of email with accuracy and efficiency.
• Ensure planned preventative maintenance is performed to site requirements and corrective maintenance is performed in a timely manner.
• Seek ways to improve operational standards and cost effectiveness.
• Provide 24/7 emergency call support and site attendance.
• Coordinate with external vendors and building partners for cleaning, maintenance, IT support, catering, access control and day-to-day facilities needs.
• Support and ensure JLL KPIs and savings targets are met.
• Maintain strong working relationships with building management teams, including coordination of cleaning schedules, maintenance visits, access requirements and site projects.
• Assist in implementing industry best-practice operations in accordance with JLL's OpsAIDE and JCAP standards and processes.
• Prepare monthly and quarterly reports in a timely manner for JLL reporting to the client.
• Implement and manage safety procedures to ensure a safe working environment, and ensure compliance with statutory regulations on fire, health and safety standards.
• Manage multiple vendors to deliver services on time and within budget, and manage vendor procurement in accordance with agreed client procurement guidelines and JLL procurement best practices.
• Assist in financial processes to ensure financial management requirements are completed on time and accurately, including tracking budget details for events and workplace programs.
• Ensure prompt and accurate management of purchase orders in JDE, and responsibility for the invoice and payment process for vendors on JLL and client systems.
• Perform any ad-hoc tasks as directed by the Workplace Manager.

What you'll need

• 4-7 years minimum prior relevant experience in hospitality, facility or property management, operations and/or commercial real estate.
• Exceptional customer service skills and professionalism with a passion for hospitality.
• Ability to manage multiple priorities and deliver results in a fast-paced environment.
• Highly collaborative, with strong interpersonal skills and a track record of excellent internal and external customer service.
• Ability to work independently, with strong prioritization and time management skills.
• Ability to work with diverse teams, leading and/or following; respectful, cooperative and accountable.
• Excellent organizational skills and process management.
• Excellent written and verbal communication skills across email, Slack, in-person interactions and stakeholder updates.
• Adaptable to the use of AI tools to support productivity and efficiency.
• Proficiency with Google Workspace and Microsoft Office; comfort using Jira, help desk tools, Slack and other workplace systems.

Nice to have

• Experience coordinating events, catering, AV, vendors or serviced office environments.
• Basic familiarity with purchase orders, invoice processing, vendor management or workplace reporting.

Details

• On-site role based in Mumbai, MH.
• Scheduled weekly hours: 48.
• May require occasional overtime or after-hours coverage for events, incidents, office activations or urgent workplace needs.
• Will be the direct line manager for the WEC across other locations in India.
• Expected to be primarily on-site.