Facilities Manager

The Facilities Manager (FM) is responsible for managing all aspects of facilities services as detailed below and in the contract, they will report to the Operations Manager. They will be the person responsible for the service delivery at the specified location(s), which will be measured by contractual Key Performance Indicators and Service Level Agreements. The FM will provide operational leadership and ensure the account objectives are met. They are responsible for representing Jones Lang LaSalle in the local and regional business and real estate community in order to promote Jones Lang LaSalle's reputation and capabilities to prospective tenants and clients. What this job involves Budgeting / Reporting

• Seek cost savings opportunities and efficiencies in line with values and service levels
• Monthly review of accrual and variance reports as required by the Finance Team
• Submit and track insurance, vendor, and landlord reimbursements
• Supplier invoice approval
• Generate access agreement requests from landlords.
• Timely management of invoice exceptions (errors)
• Obtain financial approval of work orders based on the account approval requirements
• Align and consolidate reporting and review meetings with other regions.
• Ensure that a programme of regular management reports are completed accurately and comprehensively to track operational and financial performance.
Compliance & Work Order Management
• Oversee client's locations with a proactive approach to work order management
• Develop an asset management programme in line with warranty expirations
• Develop, maintain and ensure safe execution of all planned maintenance activities to best practice or local legislative standards.
• Work order management and small project management for assigned portfolio including a daily review of work orders (aging, SLA extensions, vendor action required, etc.)
• Timely updating of work order system with accurate notes and statuses through completion of the tickets. Status management of tickets for individual property portfolio as well as the team portfolio
• Adhere to SLA extension requests to align with KPI expectations and MSA
• Adherence to comply with all contractual KPIs
• Adhere to all processes
• Contribution to innovation programs, including development of at least 2 best practices a year
Client Engagement & Vendor Management
• To establish effective lines of communication with client staff across all managed sites and ensure service standards meet or exceed client expectations.
• To establish close working relationships with service partners, review performance and ensure that the needs of the client are being met and to appraise the performance of the team.
• Create a vendor database showing responsibility for all assets together with warranty and guarantee information.
• Proactively manage all FM vendors and suppliers to a high service delivery and safety level.
• Management of open tickets which have not been billed by the supplier, escalation as required for deficiencies based on account guidelines
• Maintain a Single Point of Contact (SPOC) relationship with required vendor as assigned by Account Director or Supply Chain Team, performance management of vendors for work order tickets, dispute resolution, review of quotes for accuracy and completeness, management of preventative maintenance and recurring service tickets for on-time completion
• Manage the supplier review process
• Work with procurement to procure appropriate vendors as necessary
• Identify supply chain savings and efficiencies
Projects
• Oversee events and executive visits at assigned properties
• Coordination of team holiday plans/schedules (where applicable)
• Develop capital and retrofit recommendations for individual portfolio
• Contribution to development and management of on-account processes
• HVAC Asset management: determine the correct equipment is tracked and managed working with the account Programs manager to update changes
• Manage any assigned pilot programs, reviewing bid renewals, and managing specific programs (fixtures, flooring, lighting, painting, etc)
Other Tasks
• Establish contact and call-out details for fast rectification of any latent defects.
• Be the central single point of contact for all client stakeholders
• Liaise with Landlord and Landlord's agents to ensure Lease obligations (tenant and landlord) are met
• Inspect facilities and equipment to determine extent of service and equipment required. Recommend, justify, develop and coordinate with the Client team, projects that enhance the value of the building
• Stock Management at the facilities
• Transactions - review processes, initiate contact with brokers and co-ordinate with local client leaders and real estate transaction specialists (where required)
• Understand space and location requirements - provide updates as required
• Consistent to client brand values and focus - Utilise the client's preferred practices to ensure their brand identify is maintained
• Escalate client dissatisfaction or performance
• Report and manage deliverables timely and accurately
• Excellent written and verbal client facing communication
• Collaborative and positive relationships with clients and peers
• Contribute to account communications as required
  
  Excellent people skills and ability to interact with a wide range of client staff and demands
• Knowledge of Occupational Safety requirements
• Strong PC literacy and proven ability to manage daily activities using various systems
• Demonstrated experience with continuous improvement initiatives (highly desirable)
• Knowledge of vendor management for specialized services
• Knowledge of critical facilities and a understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)
• Collaborate with JLL on site Teams and Management in other regions to create a One Team approach to share innovation and new ideas consistently across the IFM accounts
• Knowledge and experience in Facilities Management
• Proven capacity to understand and interpret commercial contracts
• Budget management and financial analysis skills
• 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 - excellent time keeper
• Able to work independently and use own initiative
• Ability to effectively deal with stressful situations and remain calm under pressure
• Flexible - able to adapt to rapidly changing situations and able to address and respond to urgent issues which may take place out of business operating hours
• 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
• Able to work across regions to ensure a globally consistent high level of service
• Exhibits honesty & trustworthiness, open to new ideas & willing to challenge status quo
• Makes tough, timely decisions to ensure focus is on what is most important
• Tertiary qualification in facilities management, building, business or other related field &/or 3-5 years' experience in facilities, property management, hospitality or related field
• Experience working across multiple client sectors
  
  Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
We are looking for a Facilities Manager for our Integrated Facilities Management business line. About JLL We're JLL. We're a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate. If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions - join us at JLL!, Every day is different, and in all these activities, we'd encourage you to show your ingenuity. Diversity and Inclusion is at the heart of JLL. We believe in recruiting, retaining, rewarding and developing all our employees with regard to their abilities and contributions and without reference to their background, gender, gender identity, ethnic origin, age, religion, sexual orientation, political belief, disability or long-term health condition. We are committed to making all stages of our recruitment process and employment accessible to candidates with disabilities and long-term health conditions. Please do feel able to be open about this at any point during the process and our recruitment team will work with you to establish the most appropriate adjustments. We are keen to support all our employees with juggling their work, personal and family commitments and alongside our approach to flexible working, we have a comprehensive parental transition support programme to assist parents during the early months and years of parenthood. JLL Ltd is a Living Wage accredited business, as we believe a fair day's work deserves a fair days' pay. To find out more about our Living Wage accreditation please go here http://www.jll.co.uk/united-kingdom/en-gb/about/living-wage?devicechannel=default What you can expect from us You'll join an entrepreneurial, inclusive culture. One where we succeed together - across the desk and around the globe. Where like-minded people work naturally together to achieve great things. Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you..., Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.