Assistant Facilities Manager

2 weeks ago

Sydney, New South Wales, Australia JLL Full time
JLL supports the Whole You, personally and professionally.


What's your ambition? Is it a big goal or small steps? Professional or personal? We'd like to know because we make your ambitions our business.

If you're looking to step up your career, JLL is the perfect professional home.

At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives.

We're focused on opportunity and want to help you make the most of yours.

What this opportunity involves:

The AFM (Technical) is responsible for Mechanical & Electrical management for AUSTRALIA sites in Sydney and Melbourne.

The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

In addition, the AFM (Technical) will need to be able to drive sustainability initiatives, have understanding of local ending statutory and reporting requirements, be able to help prepare account governance data for reporting with through understanding of the data, have strong vendor management capabilities, possess leadership and people manger qualities, and be able to identify and correct process gaps in relation to scope of role

Duties & responsibilities

Client Engagement
Provide superior customer service to meet on-site client's expectations
Demonstrate versatility to deliver to the changing business needs of the client
Assisting client with implementation of new office initiatives
Client and user relationship management

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

Risk Management
Assist in the implementation and management of a risk management program
Support the implementation and monitoring of disaster recovering and business continuity plans
Adhering to all EOS/OpsAIDE requirements to manage risk
Follow established escalation procedures and incident reporting procedures
Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures, and strategies

Site Operations Management
Assist in the implementation of Industry Best Practices operations
Able to drive sustainability initiatives.
Understanding of local ending statutory and reporting requirements
Seek ways to constantly reduce costs and improve operational standards
Maintain premises in neat and good working condition at all times
Maintain duplicate and labelled office keys in good order, including staff locker keys.
Assist with receptionist coverage and event support as needed
Able to identify and correct process gaps in relation to scope of role
Leadership and people manger qualities
Provide FM support/coverage for absences as required
Work with the on-site facilities team to ensure planned preventative and reactive tasks are completed within agreed SLA's Ensuring all PPM and reactive tasks are delivered in line with contract KPIs & JLL EOS standards
Assist with critical out-of-hours issues & participate as a key team member in responses to emergency situations when necessary. Log any/all incidents in CMO
Assist with Business Unit relocations and/or 'ad hoc' client projects as required. Make regular suggestions for any initiatives that can be implemented
Regularly work with and in partnership with, external contractors, e.g. specialist contractors, cleaning, AV, fit out contractors etc
Resolve all facilities related problems with conference rooms, interior furnishings, fixtures, equipment and laboratory utilities system, air conditioning, indoor air quality
Manage related repairs including handyman repairs, building of items required within the office, painting works etc
Act collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
Ad hoc duties to support the rest of the facilities team and the Facilities Manager as needed

Procurement & Vendor Management
Management of contractors on site
Manage contractor inductions, service reports, SWMS
Assist in the procurement of vendors and services required
Corrigo Champion experience a benefit
Face to face customer contact plus regular meetings with captured minutes, to ensure continuous communication and work to close out all action items
Strong vendor management capabilities

Contracts Management
Ensure that all hard services contracts are professionally delivered at the right cost and in line with the JLL Code of Ethics
Monitor expiry of contracts and initiate re-procurement if needed
Continually assess contracts to ensure best value delivered to the client

Finance Management
Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
Assist with the prompt and accurate man

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