Assistant Facilities Manager

• Day-to-day site management activities including site functionality, escalation management, planning and Client satisfaction
• Support Building Management Systems, creating and managing Preventative Planned Maintenance schedules, using and monitoring relevant task systems, Environmental Health and Safety and Quality Compliance, etc. as required
• Collecting and monitoring the Operation and Maintenance Manual, warranties, Asset and Life Cycle Registers, and whatever else is required to ensure maintenance is delivered at the required times
• Ensuring compliance with JLL and Client policies, and procedures including statutory compliance and standard operating procedures
• Managing budget and spend ensuring alignment with JLL and Client policies and procedure, including creating Purchase Orders, processing invoices, managing service charges, rates, rent, insurance, local taxes as applicable to the site
• Delivery or delegation of service requests to ensure all requests are actioned within the agreed timeframe meeting Key Performance Indicators and Service Level Agreements
• Ensuring office housekeeping and cleanliness is delivered to the highest standard, working closely with cleaning vendors, monitoring works and conducting audits
• Supporting the Facilities Manager with delivering facilities projects, fitouts and crisis management activities on site
• Ensuring timely project solutions are made, risks are identified, and lessons learned, documented and shared
• Building relationships with both internal and external customers including the building landlord, partners and vendors to ensure the best Client experience
• Communicating efficiently to keep the Client and management team informed of any elevated risks or events, as necessary
• Providing leadership, direction and mentoring the JLL team and vendors on site to promote a positive and engaged team culture with a focus on excellent customer experience delivery
• Working in accordance with health and safety measures and promoting best practice amongst colleagues, contractors and vendors at all times
• Conducting risk assessments and following safety protocols
• Managing and reviewing health and safety documentation to ensure compliance and safety on site
• Managing the Facilities team, supporting the team’s objectives, goals and growth
• Assisting the Senior Facilities Manager in ad-hoc duties as required
• Supervising and monitoring team’s day to day work

• On a daily basis you will be working across a large office site
• The main business language spoken in our offices is English.
• The role will be structured on a shift basis over a 5-day week Monday to Friday
• On occasion you may be required to work weekends or bank holidays, this will be arranged in advance and in accordance with the rota

• You have direct facilities Management experience delivering combined hard and soft services
• You have experience using a Computerized Maintenance Management system for managing Preventative Planned Maintenance
• You have experience managing a team/ people management skills
• You have knowledge of in-country requirements related to building regulations, H&S, contractors, statutory regulations, etc
• You have experience in project Management or team delivery (desired, not essential)
• You can meet tight deadlines and work efficiently and collaboratively as part of a team to solve problems with professionalism and service focused approach
• You keep up to date with industry trends and have direct experience or an interest in facilities management and customer service
• You are open and have good communication skills
• You strive for excellence in what you do and share ideas for improvement
• You are proficient with Word and Excel and have a keen interest in technology
• You are adaptable to work to requests and projects that may vary from day to day

Jones Lang LaSalle