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Assistant Facility Manager
Bedford, MA
Job Description
Pay: $55000 - $70000 / year
Schedule: M - F; 8a - 5p
Location: 80 Ashby Rd, Bedford, MA
Hybrid: on-site 3 days, 2 days WFH
Position Summary:
Assist Facility Management Team with tactical planning for the regional facilities team's goals and objectives
Assist with the coordination and scheduling of maintenance activities
Act as an interface with client, visitors and guests.
Ensure appropriate follow up with customers.
Seek to continuously improve processes, systems and overall client satisfaction.
Coordinate & manage small projects with site facilities staff and third party service providers/vendors.
Resolve problems associated with maintenance services
Function as backup for co-worker absenteeism and vacation support
Processing and authorizing of vendor invoices
Support background check process for JLL employees and applicable service providers vendors through the client's process
Ensure and drive best practices standardization across all Facilities departments at all sites
Provide administrative support to the Facility Management Team in the coordination and delivery of services through the use of tools including Computerized Maintenance Management Systems (CMMS)
The role will based at the client site and will provide support to other client sites within the portfolio.
Contract Administration & Risk Management:
Ensure compliance to sourcing and contracting policies and procedures.
Oversee and/or administer and maintain supplier files, certificates of insurance, contracts, amendments, letters and other documents as needed.
Ensure all paper and electronic supplier records in accordance with applicable sourcing policies and procedures.
Process contract documents, supplier set up requests, etc. in a timely manner.
Maintain supplier information in all applicable databases.
Coordinate and communicate to all as applicable regarding contract docs and supplier information.
Process all contracting requests in a timely manner.
Manage all contact documentation to insure 100% compliance.
Availability for after hours emergency calls
Qualifications:
High school diploma or equivalent
Candidate to report 3 times a week to Client's Bedford, MA corporate office
Experience communicating to peers, hourly associates, and senior management regarding maintenance, inventory, and cost control
Experience developing and implementing department goals and strategies based on broader organization goals
Ability to quickly learn how to use any Company required software
Excellent organizational, filing, and recordkeeping skills
Self-starter and a proven ability to work effectively with minimal supervision
Ability to adapt well to fast-paced environments with changing circumstances, direction, and strategy
Desire to help build a PM & material process in a dynamic, fast-growing environment
Strong analytical skills with demonstrated problem solving ability
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Schedule: M - F; 8a - 5p
Location: 80 Ashby Rd, Bedford, MA
Hybrid: on-site 3 days, 2 days WFH
Position Summary:
Assist Facility Management Team with tactical planning for the regional facilities team's goals and objectives
Assist with the coordination and scheduling of maintenance activities
Act as an interface with client, visitors and guests.
Ensure appropriate follow up with customers.
Seek to continuously improve processes, systems and overall client satisfaction.
Coordinate & manage small projects with site facilities staff and third party service providers/vendors.
Resolve problems associated with maintenance services
Function as backup for co-worker absenteeism and vacation support
Processing and authorizing of vendor invoices
Support background check process for JLL employees and applicable service providers vendors through the client's process
Ensure and drive best practices standardization across all Facilities departments at all sites
Provide administrative support to the Facility Management Team in the coordination and delivery of services through the use of tools including Computerized Maintenance Management Systems (CMMS)
The role will based at the client site and will provide support to other client sites within the portfolio.
Contract Administration & Risk Management:
Ensure compliance to sourcing and contracting policies and procedures.
Oversee and/or administer and maintain supplier files, certificates of insurance, contracts, amendments, letters and other documents as needed.
Ensure all paper and electronic supplier records in accordance with applicable sourcing policies and procedures.
Process contract documents, supplier set up requests, etc. in a timely manner.
Maintain supplier information in all applicable databases.
Coordinate and communicate to all as applicable regarding contract docs and supplier information.
Process all contracting requests in a timely manner.
Manage all contact documentation to insure 100% compliance.
Availability for after hours emergency calls
Qualifications:
High school diploma or equivalent
Candidate to report 3 times a week to Client's Bedford, MA corporate office
Experience communicating to peers, hourly associates, and senior management regarding maintenance, inventory, and cost control
Experience developing and implementing department goals and strategies based on broader organization goals
Ability to quickly learn how to use any Company required software
Excellent organizational, filing, and recordkeeping skills
Self-starter and a proven ability to work effectively with minimal supervision
Ability to adapt well to fast-paced environments with changing circumstances, direction, and strategy
Desire to help build a PM & material process in a dynamic, fast-growing environment
Strong analytical skills with demonstrated problem solving ability
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
Open
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