This job is with JLL, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

Assistant Facilities Manager

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!

Role Purpose

An exciting opportunity has arisen for an Assistant Facilities Manager who will manage the tactical delivery for the assigned property/facility and be the on-site point of contact for the key stakeholders &/or client. The responsibilities will include directly managing the Workplace Ambassador/s, site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Assistant Facilities Manager is also required to provide administrative support to the team.

What this job involves

The key focus for this role will be to create a single and visual point of contact for client visitors and employees and to act as the primary interface between the internal operations of stakeholders and its clients. Providing services to the highest possible standards as well as representing the client and JLL values in appearance, presentation and manners.

You will take ownership and manage the front of house experience, oversee the desired behaviours, help orient and settle new and visiting staff and support the facilities management team in providing a great workplace experience and provide the necessary support for business related events and community-based initiatives.

In this role, you will bring your people focused skills including strong stakeholder management and relationship building, continuous engagement and communications as well as your ability to proactively support the needs of our staff, clients and business partners. 

Site Operations Management

• Implement Industry Best Practice operations
• Oversee work performed by Janitorial, Reception, Mail & Parcel Services, and Site Amenity teams and ensure that all work is performed at the prescribed service level and frequency.
• Work order entry and monitoring; redirect work orders that are assigned to wrong vendor or location.
• Monitor work order SLA adherence
• Assists with the coordination, scheduling, follow-up and satisfaction of maintenance activities
• Coordinate with onsite team to advance service quality and enhance the client partnership
• Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption.
• Assist and monitor to ensure all building procedures and performance measures are maintained at all times
• Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
• Maintain premises in neat and good working condition at all times
• Provide support for regular reporting packages
• Proactively meet with Client's representatives on scheduled basis.
• Communicate regularly with the clients representatives, providing necessary support and information on the status of all areas under management
• Ensure all Critical Environment (CEM) requirements are met
• Seek ways to reduce costs and improve operational standards

People Management

• Assist in developing and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Actively support an environment that supports teamwork, co-operation and performance excellence within the team
• Assist in mentoring and enabling Training & Development of team members

Client/Stakeholder Management

• Deliver excellent customer service to meet on-site client's expectations
• Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels
• Monitor procedures to ensure client's expectations are conveyed and worked upon

Procurement & Vendor Management

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works)
• Assist in the procurement of vendors and services as required

Finance Management / Cost Control / Profitability

• Assist in ensuring that the site's financial operations are meeting targets and control requirements
• Assist and monitor financial processes to ensure account payable procedures are followed in a timely and accurate manner at all times
• Ensure prompt and accurate management of purchase orders.

Health & Safety Management

• Implement and manage safety procedures to ensure the provision of a safe working environment
• Ensure compliance with statutory regulations on fire, health and safety standards
• Conduct regular audits to ensure safety procedures on site are in place and working
• Assist in carrying out safety procedures when needed

Risk Management

• Assist in the implementation and management of a property risk management program
• Support the implementation and monitoring of disaster recovering and business continuity plans
• Follow established escalation procedures and incident reporting procedures
• Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies
• Achieve Key Performance Indicators and Service Level Agreement targets

Sound like you? To apply you need to be able to demonstrate the following skills and experience:

• Experienced in facilities, property management, hospitality or related field
• You are passionate about people, providing them with great experiences. A natural "people person" with exceptional Customer Service skills
• High attention to detail
• Ability to react quickly and decisively when faced with a problem or issue
• Able to work off their own initiative and with minimal direction
• Strong team player with a commitment to support their colleagues
• Able to demonstrate superior people management skills
• Exceptionally organised and skilled in multi-tasking
• Computer Literate - good understanding and working knowledge of office software.
• Strong communicator - good level written, oral communications skills. An influential communicator, with the ability to deliver clear and concise messages and identify mutually agreeable solutions.
• Excellent time management and organisational skills
• Ability to work under pressure and to tight deadlines
• Able to demonstrate knowledge of local health and occupational safety requirements
• Experienced in dealing with critical facilities and vendor management for specialized services

You also need to be:

• Self-motivated; confident & energetic
• Flexible - able to adapt to rapidly changing situations
• Goal-oriented - able to focus on meeting all performance targets
• A strong communicator - good presentation skills and possess strong verbal & written communication skills (English & local language)

Critical Competencies for Success

Firm First mind-set

• Able to cooperate and work well with others to meet targets
• Support the team effectively as and when needed
• Proven ability to commit to flawless execution while complying with firm's procedures and standards

Client Focus & Relationship Management

• Demonstrate and ensure to instil a culture in the team that match our 'I am JLL' core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer
• Able to interact with the general client staff & vendors with ease
• Ability to manage conflict and conflicting priorities
• Demonstrates ability to work with vendors to deliver efficient services
• Demonstrates proactive & professional approach to customer service

Project Management & Organizational Skills

• Proven ability to manage multiple and complex operational matters on a daily basis
• Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner

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...

Apply today at jll.com/careers.