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Facilities Manager
About The Role
The Facilities Manager (FM) for the assigned property/facility manages service delivery for the defined contractual scope of work at the assigned client location(s) and acts as the on-site key point of contact for key stakeholders. The FM has responsibility for overseeing day to day activity for all in scope service(s) delivery and quality, helpdesk task resolution, maintenance and operations, contract services, safe working practices, procurement of material, equipment & supplies and site spend control and budgets accuracy. The FM may be asked to support with strategic tasks and other activities as resources and demand require.
Key Responsibilities
Team Management
* Lead, manage, and direct team on site (JLL and suppliers) to promote engagement and excellency in customer service and delivery
* Develop and sustain a high-quality well motivated team (JLL and suppliers) ensuring high staff morale, trust and work ethics
* Build and maintain an environment supporting teamwork, co-operation and performance excellence within team
* Mentor and enable Training & Development of team members
Client/Stakeholder Management:
* Proactively engage stakeholders to ensure that on site client’s expectations are met; build and develop effective client / stakeholder relationships across multiple levels of the organization
* On-site key point of contact for Facilities in the client’s premises
Procurement & Vendor Management:
* Ensure vendors are well-managed, delivering services on time and within budget
* Ensure vendor procurement processes comply with agreed client procurement guidelines as well as Jones Lang LaSalle best practice
Contracts Management:
* Plan and manage all contracts to ensure that they are professionally delivered at the right costs
* Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed
* Ensure contracts are continually assessed to deliver best value to the client
Finance Management / Cost and Spend Control / Profitability
* Actively work to ensure that the site’s financial operations are meeting or exceeding targets and control requirements including the Jones Lang LaSalle Code of Ethics
* Monitoring and reporting of budget spend
* Ensure financial processes are followed at all times
* Raising Purchase order requests and goods receipting of vendor invoicing
* Scrutinising spends, leveraging opportunities to benefit from savings and improvements on cost of service delivery without loss of output
Health & Safety Management
* Ensure the provision of a safe working environment
* Compliance with JLL EH&S policies and procedures including RAMS and permit to work systems.
* Ensure compliance with statutory regulations on fire, health and safety standards
* Site Operations Management (JLL and/or supplier staff/services)
* Recommend continuous quality improvement practices and implement Industry Best Practice operations
* Engaging in all EH&S meetings and trainings as required
* Implement building procedures and performance measures and ensure they are maintained at all times
* Ensure all Critical Environment (CEM) requirements are met, if applicable
* Review existing operations regularly to reduce costs and improve operational standards
* Be available for 24/7 emergency call support and site attendance is required (team approach)
Risk Management
* Ensure a property risk management program including audits is implemented and maintained
* Ensure disaster recovering and business continuity plans are implemented and maintained
* Acts as go‑to person in relation to all facilities/project/fit out/crisis management activities on site ensuring timely solutions and identification and removal of potential roadblocks
* Ensure escalation procedures and incident reporting procedures are implemented and in place
* Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalle’s business conduct
* Achieve Key Performance Indicators and Service Level Agreement
* Strong focus on promoting sustainable methods of service delivery and proactively seeks opportunities to implement sustainable and ecological initiatives.
* Remains current with sustainability, biodiversity, environmental and ecological issues and actively works to include them in service activities where appropriate
Additional Responsibilities
* Any other reasonable task requested by the EMEA Operations Director that is within scope or capability.
* Working with wider JLL team to ensure consistent delivery of services
Key Performance Measures
* My Learning – Year End review - Workday
* FIN actuals vs. budget
* Client feedback, Satisfaction Surveys
* Quality / KPI scores
* HSSE scores and incidents
* Employee management & feedback program
* Supplier management and performance scores
Skills (list is not exhaustive)
* Excellent leadership and people skills with ability to interact with a wide range of client staff and demands
* Problem solving skills – capacity to deal with ambiguity and solve complex problems effectively
* Independent operator with good time management and capacity to prioritise conflicting demands
* Able to communicate difficult and complex issues clearly and concisely with analytical and critical thinking
* Knowledge of Occupational Safety requirements
* Excellent PC literacy (MS suite) and proven ability to manage daily activities using various systems
* Knowledge of quality management and KPI measurement processes
* Demonstrated experience with continuous improvement initiatives (highly desirable)
* Knowledge of vendor management for specialized services
* Proven capacity to understand and interpret commercial contracts and relevant terms
* Budget management and financial analysis skills
* 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)
Competencies (list is not exhaustive)
* Excellent communicator with strong negotiation skills – Possesses strong verbal & written communication skills in local language as well as being an active listener
* Self‑motivated; confident, positive & energetic
* Flexible – able to adapt to rapidly changing situations and multi‑task
* Goal‑oriented – able to focus on meeting all performance targets
* Team player – able to cooperate and work well with others to meet targets
Experience
* Leadership and management of a team
* Experience in Health and Safety, Risk Assessing, Method Statements, Permit to work etc.
* 5‑10 years’ experience in facilities, property management, hard or soft services, hospitality or related field
* Experience using CAFM or similar
* Experience using CAD desirable but not essential
Qualifications
* University degree or comparable qualification or suitable time experience in a similar role
* Tertiary qualification in facilities management, building, business or related field
* Recognised EH&S qualification
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Location:
On‑site – Berkshire, GBR
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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