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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 Summary

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.

Key Responsibilities

Client & Service Delivery

• 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.

Financial Management

• 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.

Contract & Vendor Management

• 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.

Operations & Maintenance

• 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.

Health, Safety & Environment (HSE)

• 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.

Reporting & Documentation

• Submit accurate and timely monthly reports in line with contractual and internal JLL requirements.
• Maintain up‑to‑date documentation on Share Point and ensure version control.
• Monitor compliance with best practices and JLL policies.

Qualifications & Skills

• 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 you can expect from us:

• Employment contract
• 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

Location:

On-site –Warsaw, POL

If this job description resonates with you, we encourage you to apply even if you don’t meet all of 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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Jones Lang La Salle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.