JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
The Assistant Facility Manager must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.
Procurement and Vendor Management
- Manage the vendor procurement and management practices of the sites and ensure renegotiation and contract, including proposal documentation; evaluation and preparation of contracts is in accordance with agreed client procurement guidelines.
- Benchmark services across properties within the country as well as across the region.
- Administer the virtual approval process for contract execution
- Co-ordinate and monitor the contractor management program
Facilities Operations
- Implement a comprehensive energy and sustainability management program
- Implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems. Regional consistency will be of importance.
- Manage the Preventive and Planned Maintenance programme to minimise maintenance, repair and replacement costs together with minimising the risk of plant failure.
- Ensure that the team liaises closely with the Regional Operations procedures to ensure service standards are maintained
- Ensure consistency of regional policies & procedures with constant updating of SOPs and that all staff have adequate familiarity with the systems as well as the policies
- Implement, comply with and audit all internal management systems, for quality assurance
- Assist with the coordination of Churn and other relocations activities.
- Ensure all Critical Environment (CEM) requirements are met.
- Ensure all Reactive Maintenance is completed as per the agreed timeframes.
- Ensure all Financial Management requirements are completed in a timely and accurate manner.
- Involvement in workplace experience activities, including event support and working on sustainability initiatives.
Risk Management
- Coordinate a property risk management program which identifies major property risks including occupational health and safety, fire safety and essential services and environmental.
- Ensure data integrity of all information loaded into systems and comply with the audit process from time to time.
- Assist in the development of guidelines and strategies to protect health and safety of staff and others.
- Ensure disaster recovery and business continuity planning is implemented and maintained.
- Ensure escalation procedures are in place and observed for incident and problem reporting including advice to Regional Managers.
Profitability/ Savings Initiatives:
- Develop initiatives and strategies that lead to cost savings and service improvement.
Customer Service / Client Relationships:
- Evaluate service response time and analyze occupants’ service request trends and suggestions.
- Ensure feedback from client sessions is recorded and actioned to the satisfaction of the end user.
- Pro-actively develop and manage client / business unit relationships ensuring that the expected service levels are achieved across the region.
- Lead by example and groom the team in achieving maximum client satisfaction level
Finance:
- Responsible for developing and following budgets for all services and or locations under his / her responsibility
- Review monthly financial reports including the preparation of accruals and variance analysis with FMs and Regional Finance Manager (as required).
- Assist in the budgeting and Recommit process including reviews with Regional Finance Managers as required.
- Administer the Corrigo system and ensure that all WOs and other relevant data are regularly updated.
Reporting:
- Deliver delivers meaningful inputs across the region in the development of monthly management reports.
Training:
- Ensure the team is well trained on all facilities policies, procedures and systems. Work closely with the Jones Lang LaSalle senior Account team to devise new and innovative methods of learning built around skill development, leadership and succession planning.
- Assign buddies for new team members to ensure team work, consistency & rationalization of the team
Leadership / Staff Management:
- Actively encourage an environment that supports teamwork, co-operation & performance excellence
- Act as manager and a coach for the team ensuring high staff morale, trust and work ethics.
- Work order (Corrigo) - Manage work orders for all service requests with specific tasks by assigning unique reference numbers
- Assign and Dispatch - Assign specific service provider based on the nature of request / complain.
- Follow- up on completion - Close service requests by regularly following up with respective service assignee and record response times
- Occupier feedback - Communicate with requestor to ensure call closure, request status, reasoning and commit on probable timing of call closure
- Reporting - Prepare daily / weekly / monthly report
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
