Senior Facilities Manager – Overview
The Senior Facilities Manager supports the Client FM Lead by managing a designated FM team within the region to ensure proper sourcing, training, development and deployment. The role also provides facilities services to occupiers in one or more managed properties, following JLL best practice standards.
Responsibilities
- Ensure the smooth transition of properties into management within the team as defined by JLL policy, process and procedures on the PAM Process Hub Connect site, including the transition of contracts from previous owners to align with JLL procurement policy or agreed client‑appointed suppliers.
- Manage the TUPE of staff in or out of the team, working closely with the Client FM Lead and JLLR HR.
- Oversee the performance, training and development of FMs and other site‑based JLLR employees.
- Identify and retain key talent by ensuring effective career development and mobility.
- Performance manage, set goals and complete year‑end assessment in collaboration with Client FM Leads.
- Assist in recruitment and employee people‑management issues.
- Act as mentor to designated FMs who require coaching and day‑to‑day guidance, supporting their continuing development.
- Support the IFM (Investor Facilities Management) central management team on major initiatives, data collection and people management.
- Ensure readiness for sale by addressing due‑diligence enquiries on disposal and lettings from a facilities perspective.
- Assist in the delivery of Instinct (customer experience) operational initiatives across the portfolio in close liaison with service partners.
- Take ownership of delivering operational facilities‑related client KPIs as identified in the Property Management Agreement or other client‑agreed initiatives, following direction from Client FM Leads.
- Act as principal point of contact for occupiers, providing advice and guidance on day‑to‑day building operation.
- Inform surveyors of occupier matters that may influence valuation or investment considerations and monitor tenant compliance with covenants.
- Report to surveyors according to agreed procedures, keeping the Client FM Lead informed about facilities‑management standards.
- Operate in accordance with established procedures for JLL out‑of‑hours cover and emergencies.
- Deliver financial management of the property, including preparation of service‑charge budgets, monitoring of budgets against cash limits, quarterly variance reporting, reconciliation to accounting practices and administration of non‑recoverable budgets.
- Understand the principal terms of occupiers’ leases as they affect facilities management and the Client’s obligations, including common‑area clarity.
- Ensure procurement of all supplies and services follows the JLL PM procurement program, using accredited contractors under framework agreements and JLL purchase‑ordering systems.
- Monitor contractor performance against agreed standards and review service contracts as appropriate.
- Establish and maintain high‑quality health‑and‑safety arrangements in line with best‑practice guidelines from JLL risk‑management programme and the Client FM Lead.
- Address risks identified in the independent risk assessment and review them during JLL audit processes and site‑compliance inspections.
- Work with JLL’s Socially Responsible Management programme on environmental and sustainability policies, including water hygiene and asbestos monitoring.
- Ensure reactive maintenance and day‑to‑day service requirements are undertaken timely and cost‑effectively.
- Be familiar with heating, ventilating, mechanical and electrical equipment in each building and ensure maintenance contracts cover O&M manual requirements.
- Assist and liaise with building surveyors, architects and consultants on major works.
- Identify and arrange minor planned works with surveyors.
- Maintain, test and implement disaster‑planning procedures for all emergencies, organising fire evacuation and bomb drills.
- Prepare site regulations and issue permits for all contractor activities on site.
- Ensure on‑site management follows JLL policies, processes and procedures as defined on the PM Process Hub site (Connect).
- Establish and maintain proper site records following best‑practice rules.
- Handle routine correspondence using standard documents and templates as appropriate.
- Develop and maintain occupier handbooks for each site per defined standard.
- Monitor vacant or void property in conjunction with the client’s insurance policy.
- Establish a regular inspection programme for each site in accordance with insurance and regulatory requirements.
- Assist in submitting insurance claims for site incidents and manage quotations or works as instructed by insurers or loss adjusters.
- Ensure readiness for the sale or disposal of relevant individual properties by addressing due‑diligence enquiries and lettings from a facilities perspective.
Qualifications & Competencies
- At least five years of minimum experience in a similar role.
- Strong organisational and management skills.
- Business acumen including financial planning and analysis, with ability to manage within budget and time constraints.
- Ability to matrix‑manage technical and administrative staff.
- Strong communication skills.
