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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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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email EMEATA@jll.com or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process.   Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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