Job Description

What this job involves:

The Assistant Facilities Manager will lead a team and vendor group to manage the tactical delivery for the assigned property/s and will be the on-site point of contact for the key stakeholders.

The responsibilities will include site budgets, accounting and finance, maintenance and operations, contract services, purchasing of materials, equipment & supplies, occupancy services and helpdesk. On occasion, this role may call for an amount of reception services work, supporting deliveries, visitors and vendors.

MAJOR RESPONSIBILITIES

People Management

• Develop and sustain a high-quality well motivated team of JLL regulars
• Ensure high staff morale, trust and work ethics
• Actively develop an environment supporting teamwork, co-operation and performance excellence within the team
• Assist in mentoring and enabling Training & Development of team members
• Undertake annual Performance Reviews and action Improvement Planning when necessary

Client/Stakeholder Engagement

• Deliver excellent customer service to meet on-site client\xe2\x80\x99s expectations
• Build and develop effective relationships with key stakeholders and be comfortable working across all levels
• Monitor procedures to ensure client\xe2\x80\x99s expectations are conveyed and worked upon
• Respond efficiently to escalations, providing timelines and timely feedback throughout the solutioning
• Maintain a regular series of stakeholder/governance meetings to quickly address needs and concerns

Procurement & Vendor Management

• Manage multiple vendors including hard and soft skills to deliver services on time and within budget
• Manage vendor procurement processes in accordance with agreed client procurement guidelines
• Undertake, with JLL Procurement, the Supplier Performance Reviews, retendering in a timely manner if continued poor performance cannot be resolved

Contracts Management

• Ensure that all contracts are professionally delivered at the right cost and in line with company ethics
• Monitor expiry of contracts and initiate re-procurement is needed
• Continually assess contracts to ensure best value delivered to the client

Finance Management

• Ensure that the site\xe2\x80\x99s financial operations are meeting targets and where not, escalate for support
• Assist and monitor financial processes to ensure account payable procedures are followed at all times
• Align operational reporting with finance timelines to ensure timeliness of process

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

Site Operations Management

• Implement Industry Best Practice operations
• Monitor to ensure all building procedures and performance measures are maintained at all times
• Ensure all Critical Environment (CEM) requirements are met
• Seek ways to reduce costs and improve operational standards
• 24/7 emergency call support and site attendance is required

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
• Achieve Key Performance Indicators and Service Level Agreement targets.

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience

• Min. 3 years of experience in facilities, property management, hospitality or related field
• Experience of working in similar environment
• A demonstrable working knowledge of EHS and OSH requirements
• Knowledge of critical facilities, the assets and the maintenance procedures

• Experience of vendor management for specialized services
• An understanding of the basic technical aspects of the building infrastructure (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical systems, BMS system)
• Proven capacity to understand and interpret commercial contracts
• Strong budget management and financial analysis skills

Critical Competencies for Success

• Client Focus & Relationship Management
• Ease of interaction with a wide range of client staff
• Ability to manage conflict and achieve a balance between client and firm requirements
• Has a customer-oriented attitude
• Demonstrates proactive & professional approach to customer service
• Project Management & Organizational Skills
• Excellent planning & organizational skills to prioritize work and meet tight deadlines
• Proven ability to manage multiple and complex operational matters on a daily basis
• Problem Solving & Strategic Thinking
• Capacity to deal with ambiguity and solve complex problems effectively
• Analytical, proven ability to solve problems using a quantitative approach
• Proven ability to employ holistic approaches and looks at long term solutions

Other Personal Characteristics

• Ability to lead team effectively, train them well, and promote open, constructive and collaborative relationships
• Demonstrated superior people management skills
• Strong communicator, both written and verbal
• Good presentation skills in both English & local language; also an active listener
• Passion for quality
• Has an eye for detail, ensuring the best delivery of services
• Self-motivated; confident & energetic
• Ability to effectively deal with stressful situations
• Agility \xe2\x80\x93 able to adapt to rapidly changing situations and to challenge the status quo
• Strongly goal-oriented \xe2\x80\x93 able to focus on meeting all performance targets
• Having a strong ethical outlook on business relationships and personnel management

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Jones Lang LaSalle