Assistant Facilities Manager

About The Role The Assistant Facility Manager acts as the primary managing agent across two JLL office locations, serving as the crucial link between building occupants, landlords, and building management teams. This role includes managing the planned closure and consolidation of one office into the remaining location, requiring strong project coordination and stakeholder management skills. The AFM will report in to the Senior Facilities Manager based in London.

We are looking for a self-starter, a passionate FM professional who can wok alone and as part of a wider EMEA team.

Overall Responsibility Serve as JLL's representative and managing agent for both office locations, ensuring seamless facility operations and compliance with lease obligations. Coordinate all facility-related activities between the client as tenant and external landlord/building management teams. Maintain positive working relationships with landlords and building managers, attending regular liaison meetings and escalating issues appropriately.

Staff Interface and Support Act as the first point of contact for all staff facility-related queries, requests, and concerns across both locations. Coordinate workplace services including moves, adds, changes, space planning, and accommodation requests. Manage building access, security passes, and visitor management systems.

Office Closure and Consolidation Project Support the planned closure of one office location, coordinating logistics, timelines, and stakeholder communications. Liaise with landlords on dilapidations and handover procedures. Suppport physical moves including furniture, equipment, IT infrastructure, and document management. Work with the project team to optimize space planning in the remaining office to accommodate relocated staff. Manage handover documentation, final inspections, and close-out procedures for the closing location. Support change management communications to minimize disruption to affected employees.

Operational Management Oversee preventative and reactive maintenance programs across both locations. Coordinate contractor access, work permits, and health and safety compliance for third-party service providers. Monitor building systems performance and energy consumption. Manage facility budgets, track expenditures, and process invoices for landlord charges and service contracts. Maintain accurate facility documentation including floor plans, asset registers, and compliance certificates.

Health, Safety, and Compliance Ensure both locations comply with health and safety legislation and JLL standards. Conduct regular workplace inspections and risk assessments. Coordinate fire safety procedures, emergency drills, and business continuity planning. Maintain compliance documentation

Essential Required Skills and Experience Proven experience in facilities management, preferably in a multi-site or managing agent capacity. Excellent stakeholder management and communication skills at all organizational levels. Experience coordinating office moves, relocations, or space consolidation projects. Practical knowledge of building systems, maintenance operations, and health and safety compliance. Strong organizational skills with ability to manage multiple priorities simultaneously. Proficiency in facilities management software and Microsoft Office suite.

Desirable IWFM (Institute of Workplace and Facility Management) qualification or working toward certification. Experience managing office closures or lease exit processes. Knowledge of commercial real estate and property management. Project coordination or change management experience. Budget management and financial analysis capabilities.