Assistant Facilities Manager

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Site based Monday to Friday 08:00 – 17:00 at Pathology Client based in Blackfriars

Overview

We are seeking an experienced Assistant Facilities Manager with strong leadership capabilities to join our dynamic team. The successful candidate will support the Facilities Manager in delivering exceptional hard and soft services across our client portfolio while leading and developing a team of facilities professionals. This role requires a versatile leader who can balance technical expertise with strong people management skills, HR responsibilities, and operational oversight to ensure optimal facility performance and client satisfaction.

Responsibilities

• Leadership & Team Management: Lead, manage, and develop a team of facilities coordinators, technicians, and support staff; create and manage staff rotas ensuring optimal coverage across all shifts and services; conduct regular performance reviews, provide coaching, and support career development initiatives; lead team meetings and facilitate effective communication across all operational areas; motivate and inspire team members to achieve excellence in service delivery; manage resource allocation and workforce planning to meet operational demands.
• HR & Payroll Management: Oversee HR processes including recruitment, onboarding, and disciplinary procedures in accordance with JLL policies; manage payroll administration and resolve payroll queries using Timegate system processes; ensure accurate time recording, approval of timesheets, and compliance with Timegate procedures; handle absence management, holiday planning, and resolve staff scheduling conflicts; support grievance and disciplinary procedures as required; maintain accurate HR records and ensure compliance with employment legislation.
• Hard Services Management: Assist in the oversight of mechanical, electrical, and building fabric maintenance; support the implementation of planned preventative maintenance (PPM) programs; monitor building management systems (BMS) and coordinate responses to technical issues; ensure compliance with relevant building regulations and technical standards; participate in energy efficiency initiatives and sustainability projects; lead technical teams in emergency response situations.
• Soft Services Management: Coordinate cleaning, security, reception, and catering services; manage waste management and recycling programs; oversee space planning and utilisation; monitor service level agreements (SLAs) for all contracted services; conduct regular quality audits of services provisions; manage soft services teams and ensure consistent service delivery.
• General Management & Operations: Support the Facilities Manager in strategic planning and day-to-day operations; assist with budget preparation, monitor expenditure, and manage cost control initiatives; maintain accurate records using CAFM systems and ensure data integrity; develop and maintain strong relationships with clients, contractors, and stakeholders; respond to and resolve facilities-related queries and incidents; ensure compliance with health, safety, and environmental regulations; lead continuous improvement initiatives and drive operational excellence.

Qualifications & Experience

Essential Requirements

• Minimum 5-7 years\’ experience in facilities management, with demonstrable experience in both hard and soft services
• Proven team leadership experience managing 5-10+ direct reports
• Experience with HR processes, people management responsibilities, and workforce planning
• Familiarity with workforce management systems, preferably Timegate
• Strong technical understanding of building systems and maintenance requirements
• Experience managing service contractors and in-house teams
• Working knowledge of health and safety legislation and compliance requirements
• Proficiency with CAFM systems and Microsoft Office applications

Desirable Qualifications

• IOSH Managing Safely certification (or willingness to obtain)
• Relevant facilities management qualification (BIFM, CIBSE, or equivalent)

Skills & Attributes

Leadership & Management

• Strong leadership presence with ability to motivate and inspire teams
• Proven conflict resolution and employee relations skills
• Strategic thinking with operational execution capabilities
• Effective delegation and empowerment of team members
• Change management and transformation experience

Technical & Operational

• Excellent communication and interpersonal skills
• Strong problem-solving abilities and proactive approach
• Effective time management and prioritization skills
• Customer service orientation with commitment to excellence
• Ability to work under pressure and manage multiple priorities
• Commercial awareness and budget management skills
• Experience resolving HR and payroll issues
• Demonstrated ability to manage complex staff rotas and resource allocation

What We Offer

• Competitive salary and benefits package
• Comprehensive training and development opportunities
• Career progression within JLL\’s global network
• Opportunity to work with leading clients across diverse sectors
• Supportive team environment focused on innovation and excellence

This role is perfect for an ambitious facilities professional ready to take the next step in their leadership journey while making a significant impact on our operational excellence and team development.