Assistant Facilities Manager

JLL supports the Whole You, personally and professionally.
At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.
We bring to life see a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.
JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat.
**What this opportunity involves**:
The Assistant Facilities Manager will assist the Senior Facilities Manager (SFM) in managing the tactical delivery for the technical/ engineering services for the assigned facilities, and be the on-site key technical point of contact for the key stakeholders &/or client in the absence of the Senior Facilities Manager. The responsibilities will include facilities management, technical support, critical environment management, client relationship management, incident investigation and reporting, root cause analysis of faults, asset management, site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material and equipment & supplies.
This role has core hours of 8:30am through to 5:00pm Monday to Friday as well as after-hours support i.e. after-hours maintenance supervision and rostered on call functions.
**Overview of the role**:
Client/Stakeholder Management
Deliver excellent customer service to meet on-site client’s expectations
Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels
Monitor procedures to ensure client’s expectations are conveyed and worked upon
Site Operations Management
Implement Industry Best Practice operations
Assist and monitor to ensure all building procedures and performance measures are maintained at all times
Assist the SFM to ensure all Critical Environment (CEM) requirements are met, including inspections and supervision
Compile service dockets and other information in order to complete monthly/ quarterly engineering reporting and submit to SFM
Assist with management of the Clients change request process including preparation, review and submission of appropriate documentation to SFM and FM
Manage the 360 maintenance tool asset database and associated functions
Seek ways to reduce costs and improve operational standards
Manage the as-built documentation including review, compilation and updating as required
Provision of first response to the client helpdesk requests including assessment of client needs and management of vendors
24/7 emergency call support and site attendance is required
Supervise monthly PPM activity or reactive works conducted out of hours
Provide back-up helpdesk support including solely from 4:30-6:00 M-F
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 as well as JLL procurement best practices
Contracts Management
Ensure that all contracts are professionally delivered at the right cost and in line with the JLL Code of Ethics
Ensure value for money through provision of multiple quotes where required
Monitor expiry of contracts and initiate re-procurement if needed
Continually assess contracts to ensure best value delivered to the client
Finance Management
Ensure that the site’s financial operations are meeting targets and control requirements
Assist and monitor financial processes to ensure account payable procedures are followed at all times
Health & Safety Management
This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules.
Risk Management
Ensure the JLL Operational Risk Management (ORM) program is implemented and maintained.
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
Achieve Key Performance Indicators and Service Level Agreement targets
**Sounds like you? This is what we are looking for**:
Min. 5 years of experience in facilities, property management, hospitality or related field
Possess qualifications either from a trade background or be tertiary qualified in Engineering (Electrical or Mechanical)
Experience in managing critical environments
Experience working in a banking environment preferred
Knowledge of local health and occupational safety requirements
Knowledge of critical facilities essential
Knowledge of vendor management for specialized services
An understanding of technical aspects of property (Computer Room Air-conditioning, Chiller