Job Description

Title

Regional Senior Facilities Manager

Business unit

Reporting to

Regional Operations Lead, South Asia

Key stakeholders

Regional Operations Lead, JLL Account Management SME Team,

DFATs Overseas Property Office (OPO, Estate Manager, DFAT Post Senior Administration Officers, DFAT Post Property Teams, Post Diplomatic Staff, JLL Facilities Management Team. JLL in Country Executives,

Direct reports

Team (direct reports) consisting of:

JLL Local property AFMs, Admin, and technical staff

Duties & responsibilities

What this job involves

As the Regional Senior Facilities Manager, you will be accountable for delivery and ongoing management of contracted services to DFATs property portfolio, to help drive innovative and sustainable property solutions that deliver long term, cost effective and fit for purpose property assets.

The position will be based in Kuala Lumpur Australian High Commission (Malaysia) with the client, and along with managing the day-to-day operations of the Kuala Lumpur Hub you will be the key point of contact for regional operations issues within your portfolio. This will entail significant engagement with senior stakeholders at Post, JLL Regional Operations Lead and Account SMEs.

The position will require proactive and regular management of locally engaged staff and engagement with Overseas Property Office (OPO), Post Key Personnel and the broader JLL Team to ensure consistency, quality and compliance in delivery of services at all times.

Provide proactive and regular oversight and engagement to ensure:

• All Posts receive personalised attention and a regular review of Client satisfaction with service delivery.
• Facilities and Property Management services are delivered in accordance with the contract and to minimise impact to Post operations and diplomatic visitations and events.
• All contract compliance requirements, especially safety and security, are consistently achieved.
• Expenditure is in accordance with budgets and forecasts for operational delivery and capital works.
• Expenditure is maximised to deliver the best technical and practical solution.
• Works and services performance achieve or exceed contracted KPIs and SLAs;

• Client/Stakeholder Management

• In conjunction with Regional Operations Lead, implement a schedule of Post visits, key stakeholder meetings and a engagement strategy to monitor the health of the relationship;
• Build and develop effective client / stakeholder relationships
• Be the initial escalation point for any issues that cannot be resolved at a Post level.
• Actively participate in regional forums to ensure a consistent approach to operations, sharing and leveraging best practices and innovation.

• Compliance & Risk Management

• Ensure JLL Operational Risk Management (ORM) programs, disaster recovery and business continuity plans, escalation procedures and incident reporting policies are adhered to, and, through the local JLL teams, procedures are implemented and maintained.
• In conjunction with the Regional Operations Lead and Global Engineering and Compliance Manager, ensure a robust quality and compliance program is implemented, and be accountable for achieving and certifying compliance across your portfolio.

• People Management

• Attract and retain quality talent to build a high performing team focused on quality results and compliance. Manage performance and accountability of direct reports and support performance management of the broader team by providing guidance and ensuring accountability.
• Create an environment of trust that promotes teamwork, co-operation and high performance through recognising and rewarding excellence.
• Guide and mentor, a team of Senior Facilities Managers within your region. Help create an atmosphere of engagement, idea sharing and support within the Hub managers.
• Enable training/development and act as a mentor to team members.
• Ensure team compliance with JLLs business conduct guidelines, procedures, and strategies.
• Working with the Regional Operations Lead ensure the firms diversity and inclusion priorities by focusing on talent attraction and retention, succession, rotation, and promotion.

• Supply Chain Management

• Together with JLLs supply chain team, Regional Operations Lead and other Facilities Managers in you Region, oversee implementation of supply strategies and procurement plans.
• Oversee management of contracts to ensure they are professionally delivered and demonstrate value for money.
• Ensure monitoring of expiry of contracts and delivering a rolling procurement strategy to address services/products for the portfolio
• Ensure procurement in accordance with Commonwealth Procurement Rules as well as JLLs best practice.

• Finance Management

• Together with Regional Operations lead, JLLs Finance Team and other Facilities Managers in you Region, manage the development of annual budgets and quarterly forecasts to ensure alignment with contract deliverables and Client priorities.
• Monitor actuals vs budget throughout the year, addressing budget variances ensuring financial operations are meeting or exceeding targets and control requirements.

• Health & Safety Management

• Ensure all Facilities Teams are trained in OH&S legislative requirements and fully understand their duty of care responsibilities.
• Ensure all Mandatory training for the team is completed within the nominated time frames
• Implement JLLs commitment to zero harm to any staff, contractor or visitor by actively managing a zero tolerance to unsafe work practices culture with Sr. Facilities Managers.

Sound like you? To apply you need to be:

• Have strong multidiscipline technical skills in commercial and residential Facilities Management delivery.
• Have experience in leading and driving innovative ways of delivering facilities management services and strategic property planning.
• An excellent communicator with strong presence, high level presentation skills, strong verbal, and written communication. Have an ability to effectively communicate with people at all levels.
• Have a passion for quality to ensure service delivery excellence and compliance.
• Be self-motivated, innovative, forward thinking, and creative with the highest ethical standards.
• Have an ability to set work goals and influence others to achieve results remotely.
• Possess the ability to work across multiple, matrix reporting environments and prioritise activities accordingly.
• Be flexible and able to adapt to rapidly changing situations.
• Have a proven ability to initiate and follow through with improvement initiatives.
• Be open to new ideas and willing to challenge status quo.

Performance objectives

Delivery and ongoing management of contracted facilities and property management services to DFATs Portfolio. Ensure consistency, quality, and compliance in delivery of services at all times to meet or exceed contractual KPIs and SLAs.

Be a trusted client partner to help drive innovative and sustainable property solutions that deliver long term, cost effective and fit for purpose property assets.

Key skills

• Technical Ability

• Strong multidiscipline technical skills in commercial and residential Facilities Management delivery.
• Project Management, Problem Solving & Strategic Thinking
• Technical property and facilities life cycle planning skills to maximise operational efficiencies.
• Proven ability to oversee multiple and complex matters through a strategic and tactical approach to whole of life asset management.
• Analytical ability to foresee issues prior to them affecting Client operations and implementing preventative actions using a quantitative approach.

• Client Focus and Relationship Management

• Demonstrate proactive and professional approach to customer service and stakeholder engagement at multiple levels.
• Ability to manage internal and external relationships remotely, providing effective means of communication and interaction with a wide range of client staff, including senior levels.
• Ability to manage conflicting priorities, providing support and guidance to direct reports.
• Strong customer service-oriented attitude.

• Team Leadership

• Ability to build and lead an effective team. Including the ability to mentor and guide staff not directly under your management.
• Prioritise and individualise training programs to produce career paths for individuals
• Develop, promote, and maintain a peer support network.

Employee specification

• Minimum Bachelors Degree in facilities management, property management or other related field and/or 10-12 years experience in facilities, property management or related field.
• Experience to include managing large, multi-service contracts, with multiple remote sites with a minimum operating expenditure budget of AUD $10 million pa.
• Experience or demonstrated capability to work in a Diplomatic environment and management of remote team and facilities, some of which may be in politically unstable locations.
• Ability to receive an Australian or equivalent Security Clearance
• Comprehensive knowledge and experience in implementing and maintaining occupational health and safety legislative requirements.
• Knowledge and understanding of technical critical infrastructure, systems, and environments, and Australian Building and Plant compliance Codes
• Knowledge of contractor management for specialised services.
• Proven capacity to understand and interpret commercial contracts.
• Excellent and proven budget management and comprehensive financial analysis skills.

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