Assistant Facilities Manager

The Assistant Facilities Manager will assist the Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies and occupancy services. The job description below may be added to from time to time in order to meet operational requirements.

Responsibilities include:

Client/Stakeholder Management

• Provide superior customer service to meet on-site client’s expectations

• Act as a point of escalation for any client staff and key contacts about Facilities issues. Carry out regular floor walks with the Facilities Co-ordinator to understand issues and assist in resolving them; escalating to the Facilities Manager as required.

• Develop and maintain close relationships with key contacts; fully understand the relationship dynamic at site level.

• Communicate concerns / issues relating to building services to the client as required (escalation).

Vendor Management

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works). Fully understand the delivery model for each of the key suppliers.

• Identify opportunities to improve service delivery and provide better value for money. Continuously research new ideas to enhance service delivery and quality. Work closely with each supplier to encourage innovation and improvement.

• Act as a point of contact for all Suppliers in respect of Facilities issues (by supporting the Facilities Manager who is directly responsible for all Suppliers). Understand their business model and their challenges in a partnership approach to always ensure high quality of service is received by the client.

• Carry out spot checks on all aspects of the suppliers service delivery including but not limited to inspections of work, site folders and SOPs.

Finance Management

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner

• Assist in the management of supplier budgets

• Facilitate the approval of supplier quotations, ensuring that costs have been checked and monitoring quality of work delivered on site.

Health & Safety Management

• Conduct regular audits to ensure safety procedures on site are in place and working.

• Ensure the program of site inspections is adhered to and collate copies locally.

• Assist in carrying out safety procedures when needed.

• Develop a safety culture across the key suppliers and instil a good catch mindset

• Highlight any safety concerns to the Facilities Manager and client.

• In matters of emergency, relay relevant communication and assist with any follow-up actions.

• Supporting the H&S function as required e.g. Fire Drills

Site Operations Management

• Deputise the Facilities Manager during periods of planned / unplanned absence.

• Responsible for the day-to-day operational management of 5CS via effective management of key suppliers.

• Gain a full operational overview of how the site operates in terms of the on-site FM team, the key suppliers of facilities services, the occupiers and Landlord specific requirements.

• Conduct site inspections and assessments with the Facilities Co-ordinator to ensure all building procedures and performance measures are maintained at all times

• Ensure all tickets, both reactive and planned, are completed within the defined SLA

• Event Management

• Assist with reporting on site operational activities as required.

Risk Management

• Assist in the implementation and management of property risk management program

• Support the implementation and monitoring of disaster recovering and business continuity plans

• Ensure all suppliers maintain BCP plans and appropriate plans are in place for incident management.

• Establish and maintain robust procedures to deal with incidents and emergencies, both in and out of core business hours.

• Follow established escalation procedures and incident reporting procedures and ensure all key suppliers do the same.

• Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies

Behaviours

• Self-motivated; confident & energetic

• Flexible – able to adapt to rapidly changing situations

• Goal-oriented – able to focus on meeting all performance targets

• Strong communicator – good presentation skills and possesses strong verbal & written communication skills; also an active listener

• Ensures delivery of committed services and overall satisfaction with JLL performance.

• Demonstrate responsiveness and creativity in finding solutions for service delivery.

• Seeks to continuously improve processes, systems and overall client satisfaction.

• Prior experience in facilities, property management, hospitality or related field (preferred)

• Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous

• Understanding of technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous

• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively

• The ability to effectively deal with stressful situations

• The ability to work independently as well as part of a wider team

• Tertiary qualification in Facilities Management, building, business or other related field &/or 5-10 years’ experience in facilities, property management, hospitality or related field.

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