Assistant Facilities Manager

What this job involves –

The Assistant Facilities Manager will manage the day-to-day client activities for the assigned properties & facilities and be the on-site key point of contact for key stakeholders and/or client. The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk. Also for the management of the team for the required deliverables as per the MSA.

• Partnering with the Client/Stakeholder(s)

– Proactively engage stakeholders to ensure that on site client’s expectations are met

– Build and develop effective client / stakeholder relationships across multiple levels of the organisation

– Key point of contact for Facilities within the client’s portfolio

• People and Team Management

– Responsible to ensure required resources aligned with client on delivery of required services

– Responsible to collaborate with JLL HR on all related matters involved for the account team

– Responsible for the team’s performance goal setting/assessment as part of the JLL process

• Procurement & Vendor Management

– Ensure vendors are well-managed, delivering services on time and within budget

– Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as Jones Lang LaSalle best practice

– Collaborate with the account Sourcing Manager on Procurement governance and Vendor management

• Overseeing Contracts

– Plan and manage all contracts to ensure that they are professionally delivered at the right costs

– Ensure expiry of contracts are well-monitored and re-procurement is initiated when required

– Ensure contracts are continually assessed to deliver best value to the client

• Keeping the numbers in check

– Actively work to ensure that the site’s financial operations are meeting or exceeding targets and control requirements including the JLL Code of Ethics

– Ensure financial processes are followed at all times

• Ensuring everyone stays safe

– This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules.

• Keeping an eye on the Site & Operations

– Recommend continuous quality improvement practices and implement Industry Best Practice operations

– Implement building procedures and performance measures and ensure they are maintained at all times

– Ensure all Critical Environment (CEM) requirements are met

– Review existing operations regularly to reduce costs and improve operational standards

– 24/7 emergency call support and site attendance is required

• Limiting Risk to JLL & the Client

– Ensure the JLL Operational Risk Management program is implemented and maintained.

– Ensure disaster recovering and business continuity plans are implemented and maintained

– Ensure escalation procedures and incident reporting procedures are implemented and maintained

– Follow established escalation procedures and incident reporting procedures

– Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies

Sound like you? Why don’t you apply? To apply you need to be: –

A motivated self-starter with a proven track record of successfully delivering best practice and quality to their client.

An engaging people manager who thrives on inspiring and developing their team.

Proactive with a keen eye for detail and the ability to balance multiple priorities.

Possess a can do attitude with proven ability to build and maintain relationships

A strategic thinker who is capable of dealing with ambiguity and solve complex problems effectively

• Min. Bachelor’s degree in facilities management, building, business or other related field &/or 3-5 years’ experience in facilities, property management, hospitality or related field
• Has experience working in critical environments
• Knowledge of local occupational health and safety requirements
• Knowledge of critical facilities
• Knowledge of vendor management for specialized services
• Has an understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)
• Proven capacity to understand and interpret commercial contracts.
• Ensure compliance activities are completed by vendors and/or Landlords.
• Strong budget management and financial analysis skills
• Client Focus & Relationship Management

– Demonstrates proactive & professional approach to customer service and stakeholder engagement

– Ability to interact with a wide range of client staff, including senior levels

– Ability to manage conflict and balance between client and firm requirements

– Has a customer service oriented attitude

• Project Management & Organizational Skills

– Excellent planning & organizational skills to prioritize work and meet tight deadlines.

– Proven ability to manage multiple and complex operational matters on a daily basis

• Problem Solving & Strategic Thinking

– Capacity to deal with ambiguity and solve complex problems effectively.

– Analytical, proven ability to solve problems using a quantitative approach.

– Proven ability to employ holistic approaches and looks at long term solutions.

• Strong communicator – Good presentation skills and possesses strong verbal & written communication skills, also an active listener
• Passion for quality – has an eye for detail to make sure the best delivery of services
• Self-motivated; confident & energetic
• Ability to effectively deal with stressful situations
• Flexible – able to adapt to rapidly changing situations
• Strongly goal-oriented – able to focus on meeting all performance targets
• Is a team player – able to cooperate and work well with others to meet targets
• Proven ability to initiate and follow through with improvement initiatives
• Exhibits honesty & trustworthiness
• Open to new ideas & willing to challenge status quo