Assistant Facility manager

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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.   

The Asst Facility Manager role is primarily intended to ensure the high quality and consistent delivery of soft services. The Asst Facility Manager will have specific responsibility for the management of certain vendor relationships services across the area, and responsibility for ensuring that the Integrated Facilities Management team is consistent in quality and delivery, solutions and all arrangements around soft services provision. To achieve this, the Asst Facility Manager will work very closely with the onsite delivery teams. The Asst Facility Manager is expected to seek and identify best practice from across the wider JLL and the FM industry, in order to grow and develop service delivery with the areas of responsibility.

What his job involves:

1. Management of the vendor relationship for Business Services. Service provision includes:

Mail and courier operations

Reprographics

Ownership of copy areas

First line support for printers

2. Management of the vendor relationship for Cleaning, Waste & Recycling. Service provision includes:

Cleaning & housekeeping operations

Periodical cleaning

Waste disposal and recycling services

Various ancillary services under the scope of the contracts, including for example laundry, pest control, which may change from time to time

3. Management of the vendor relationship for Stationery & Office Supplies. Service provision includes:

Core and non-core stationery

Non-standard requests for office equipment, inclusive of ergonomic solutions

The Asst Facility Manager is responsible for ensuring that the vendor is managed in line with the IFM vendor management process, and in accordance with contracts, measurable Key Performance Indicators and Service Level Agreements.

In all instances, the Asst Facility Manager is responsible for working closely with the onsite delivery teams to ensure that:

• Full compliance to Environmental Health and Safety regulations is continuously achieved
• Services are managed and delivered consistently across the portfolio of sites
• New sites are seamlessly mobilised, working closely with the Sourcing Manager
• Vendor is managed in line with the IFM (Integrated Facilities Management) vendor management process
• Vendor is managed strictly in line with both IFM and client contract and associated agreed Key Performance Indicators and Service Level Agreements.
• Reporting flows through from the vendors to the IFM team in accordance with IFM and client requirements
• Budgets and all financial requirements flow through from the vendors to the IFM team in accordance with IFM and client requirements
• Key relationships are built with Facility Managers and Office Service Coordinators across the IFM team in order to ensure delivery goals are met

The Asst Facility Manager will also be expected to lead in ensuring the consistency and quality of all other Global Real Estate & Facilities offered soft services.

• Services/products offered in tea points
• Services/products offered in copy areas
• Provision of standard products in meeting rooms

Every day is different, and in all these activities, we’d encourage you to show your ingenuity.

• To ensure timely and accurate completion FM reports pertaining to assigned Facilities

Be accessible for escalation of all FM related issues

• Oversee the Helpdesk work process

Provide management advice to Helpdesk operators for escalated issues

Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits scheduled during the shift

• Oversee the Front Office function

Ensure visitors are promptly attended by the Front Office Executives (FOE)

Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep

• Oversee Cafeteria Services

Ensure that the caterers are maintaining highest standards of hygiene in the services area

To apply you need to be/ possess skills:

• Ideally 6 years + exposure in Facilities Management role within a large commercial organization.
• Experience of owning facilities contracts and supplier/ contractor management.
• Experience of working with quality, environmental and EHS management systems essential
• Quality, EHS and environmental related accreditations desirable
• Facilities Management industry recognized related qualifications desirable
• Educated to degree level or equivalent
• Ability to work in collaborative team environment
• Vendor/contract management
• Decision  making / complex problem solving
• Excellent verbal & written communication
• High level of IT literacy
• Strong communication skills
• Assertiveness
• Practical experience in Soft Services contract delivery
• Demonstrate a good working knowledge of soft services

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. We’ll offer you a competitive salary and benefits package.
• 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...

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

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