Assistant Facilities Manager Job at JLL (Warsaw)

Assistant Facilities Manager

JLL

Location:
Poland , Warsaw

Category:
Real Estate

Contract Type:
Employment contract

Salary:

Not provided

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Job Description:

The Assistant Facility Manager (AFM) reports to the designated FM/SFM and is responsible for supporting the delivery of facilities management services within their assigned scope. Performance will be measured against contractual Key Performance Indicators (KPIs) and Service Level Agreements (SLAs). The AFM assists the FM/SFM in the implementation of approved initiatives and programs by managing and coordinating the efforts of the Facilities team, including service providers and contractors. This includes managing contracts, preparing commercial proposals, and ensuring service delivery meets client expectations. The role includes accountability for cost optimization, assisting with forecast accuracy, and supporting the FM/SFM in achieving financial and operational goals.

Job Responsibility:

Represent JLL within the local and regional business, IFM, and real estate communities to promote the company’s reputation
Maintain the role of primary contact for service requests generated by the client’s staff
Proactively meet with the client’s local management (weekly operational and bi‑weekly MOM meetings) to review performance, share updates, and ensure aligned service delivery
Support exceptional client and customer satisfaction as measured through regular surveys
Assist in budget preparation, documentation, and forecasting
Ensure compliance with the approved budget
monitor and control spending as per monthly and quarterly forecasts
Oversee all financial processes including accruals, re‑classes, and invoice management
Support the FM/SFM in achieving forecast accuracy and identifying cost‑saving opportunities
In collaboration with the FM/SFM, prepare, review, and manage all service contracts to ensure high‑quality and cost‑effective services
Assemble and analyze contract bids, prepare recommendations, and draft standard contract agreements for execution
Participate in group‑wide bid processes as appropriate
Manage vendor relationships and ensure compliance with contractual and performance expectations
Ensure efficient management of on‑demand purchases, repairs, and work tickets
Ensure timely and accurate reporting of equipment and system malfunctions, near misses, and incidents using both client and JLL reporting tools
Respond to emergencies promptly and professionally
Drive continuous quality improvement and cost savings initiatives
Maintain compliance with service provisions, contractual obligations, and JLL internal standards
Implement and promote an Incident‑ and Injury‑Free (IIF) culture across all operations, including subcontractors
Drive adherence to all environmental, waste management, and safety programs
Ensure all contractors provide documentation required for compliance with environmental and safety regulations
Support achieving excellent client security and HSE audit results
Submit accurate and timely monthly reports in line with contractual and internal JLL requirements
Maintain up‑to‑date documentation on SharePoint and ensure version control
Monitor compliance with best practices and JLL policies

Requirements:

3–5 years of experience in a Facilities Management environment
Proven contract and vendor management experience
Strong understanding of budgeting, expense tracking, and the payment process
Excellent organizational and time‑management skills
Strong interpersonal and communication skills
ability to lead and motivate multifunctional teams
Proficiency in Microsoft Office applications (Excel, Word, PowerPoint)
High attention to detail, customer focus, and a proactive approach to problem‑solving
Demonstrated ability to manage priorities and deliver results in a fast‑paced environment
Commitment to continuous improvement and interest in technological advancements

What we offer:

Possibility to work in a highly professional, stimulating and challenging work environment of multinational Company with great and long-term career prospective
Opportunity to demonstrate your own initiatives
Opportunity to participate in training and development programs
Friendly and supportive company culture

Additional Information:

Job Posted:
February 21, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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