Assistant Workplace Manager Job at JLL (Chicago)

Job Description

The Assistant Workplace Manager is a collaborative supporter and member of the Operations Team with the objective of providing world-class operational service delivery and exceptional workplace experiences to the client. This role combines comprehensive facilities management coordination with hospitality-driven employee experience initiatives. This position will be the primary Planner/Scheduler for all maintenance activities while simultaneously developing expertise in workplace experience program management, hospitality service coordination, and employee engagement initiatives.

Job Responsibility

Work with Workplace Manager to oversee delivery of maintenance and repair services while ensuring minimal disruption to workplace experience
Ensure client satisfaction with delivery of Facility Management and Workplace Experience services and provide lead role in monitoring and increasing customer satisfaction
Create and issue all JLL vendor and contractor related purchase orders, including hospitality service providers
Assist in management of operating budget, including allocations for employee experience and amenity programs
Review and prioritize requests for work, considering impact on employee productivity and satisfaction
Determine activities required for completion of work orders and create WOs with focus on service excellence
Oversee daily work order review and follow up to ensure impeccable performance and superior customer experience
Coordinate maintenance schedules around employee events, meetings, and high-traffic periods to minimize workplace disruption
Assist Workplace Manager in meeting or exceeding Site KPIs with special attention to hospitality and experience metrics
Monitor SLAs monthly to identify potential off-track areas and plan corrective actions accordingly
Track employee satisfaction scores, amenity utilization rates, and workplace experience feedback
Recommend continuous quality improvement practices for both operational and hospitality services
Coordinate with Account Team to source and identify new Business Partners for operational and hospitality services
Set up and lead monthly conference calls with Business Partners to discuss performance, trends, safety, and training needs
Update service provider matrix for assigned regions including both operational and amenity service providers
Ensure account team members greet employees and guests with utmost courtesy and professionalism, embodying hospitality best practices
Provide "White Glove" service to executives and VIP visitors, including meet/greet services, escort assistance, and prompt follow-up on requests
Learn and implement crisis communication protocols for workplace emergencies or service disruptions
Support employee onboarding experiences and workplace orientations
Assist with space planning initiatives that prioritize employee collaboration needs and diverse work styles

Requirements

Minimum of two years of facility management industry experience required
Strong understanding of workplace culture development, employee engagement metrics, and satisfaction measurement tools
Must have basic computer and mobile (Smartphone) skills for CMMS (Corrigo a plus), email, MS Office, TEAMS, Safety training, Sourcing, etc.
Strong organizational and management skills with customer service excellence mindset
Must be motivated and able to work without direct constant supervision
Excellent customer, computer, verbal, and written communication skills
Demonstrated ability to create positive experiences and build relationships with diverse stakeholders
Ability to multi-task and effectively organize responsibilities to achieve portfolio goals and objectives
Basic knowledge of building systems and technical skills (mechanical and electrical systems)
Must have strong Teamwork, Ethics, and Excellence (JLL core behaviors)
Candidates must be authorized to work in the United States without sponsorship

Nice to have

Bachelor's degree in Facility Management, Property Management, Hospitality Management, or related field
Experience with event planning, employee program coordination, or hospitality service delivery
Experience with vendor management for hospitality or employee service providers

What we offer

401(k) plan with matching company contributions
Comprehensive Medical, Dental & Vision Care
Paid parental leave at 100% of salary
Paid Time Off and Company Holidays
Early access to earned wages through Daily Pay

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Assistant Workplace Manager

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