Assistant Facilities Manager

Assistant Facilities Manager

About the Role

The Assistant Facilities Manager will manage the day-to-day client activities for assigned properties & facilities and serve as the on-site key point of contact for key stakeholders and clients. The role assumes overall responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk, as well as management of the team for required deliverables per the MSA.

Key Responsibilities

Partnering with Clients and Stakeholders

• Proactively engage stakeholders to ensure on-site client expectations are met
• Build and develop effective client and stakeholder relationships across multiple levels of the organisation
• Serve as key point of contact for Facilities within the client's portfolio

People and Team Management

• Ensure required resources are aligned with the client on delivery of required services
• Collaborate with JLL HR on all related matters involved for the account team
• Manage the team's performance goal setting and assessment as part of the JLL process

Procurement & Vendor Management

• Ensure vendors are well-managed, delivering services on time and within budget
• Ensure vendor procurement processes comply with agreed client procurement guidelines and Jones Lang LaSalle best practice
• Collaborate with the account Sourcing Manager on procurement governance and vendor management

Overseeing Contracts

• Plan and manage all contracts to ensure they are professionally delivered at the right costs
• Monitor contract expiry dates and initiate re-procurement when required
• Continually assess contracts to deliver best value to the client

Financial Management

• Actively work to ensure that the site's financial operations meet or exceed targets and control requirements, including the JLL Code of Ethics
• Ensure financial processes are followed at all times

Health and Safety

• Take responsibility and duty of care to work safely, taking reasonable care to protect own health and safety and that of fellow workers and visitors
• Comply with the requirements of health and safety guidelines, policies and rules

Site and Operations Management

• Recommend continuous quality improvement practices and implement industry best practice operations
• Implement building procedures and performance measures and ensure they are maintained at all times
• Ensure all Critical Environment (CEM) requirements are met
• Review existing operations regularly to reduce costs and improve operational standards
• Provide 24/7 emergency call support and site attendance as required

Risk Management

• Ensure the JLL Operational Risk Management program is implemented and maintained
• Ensure disaster recovery and business continuity plans are implemented and maintained
• Ensure escalation procedures and incident reporting procedures are implemented and maintained
• Follow established escalation and incident reporting procedures
• Adhere to Jones Lang LaSalle's business conduct by ensuring compliance with firm guidelines, procedures and strategies

Required Qualifications and Experience

• Minimum Bachelor's degree in facilities management, building, business or other related field, and/or 3–5 years' experience in facilities, property management, hospitality or related field
• Experience working in critical environments
• Knowledge of local occupational health and safety requirements
• Knowledge of critical facilities
• Knowledge of vendor management for specialized services
• Understanding of basic technical aspects of property, including Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, and BMS system
• Proven capacity to understand and interpret commercial contracts
• Ability to ensure compliance activities are completed by vendors and/or Landlords
• Strong budget management and financial analysis skills

Required Skills and Attributes

Client Focus & Relationship Management

• Demonstrates proactive and professional approach to customer service and stakeholder engagement
• Ability to interact with a wide range of client staff, including senior levels
• Ability to manage conflict and balance between client and firm requirements
• Customer service oriented attitude

Project Management & Organizational Skills

• Excellent planning and 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 look at long-term solutions

Communication

• Good presentation skills and strong verbal and written communication skills
• Active listener

Personal Qualities

• Self-motivated, confident and energetic
• Motivated self-starter with proven track record of successfully delivering best practice and quality to clients
• Engaging people manager who thrives on inspiring and developing their team
• Proactive with keen eye for detail and ability to balance multiple priorities
• Can-do attitude with proven ability to build and maintain relationships
• Passion for quality with eye for detail to ensure best delivery of services
• Ability to effectively deal with stressful situations
• Flexible and able to adapt to rapidly changing situations
• Strongly goal-oriented and able to focus on meeting all performance targets
• Team player able to cooperate and work well with others to meet targets
• Proven ability to initiate and follow through with improvement initiatives
• Exhibits honesty and trustworthiness
• Open to new ideas and willing to challenge status quo

Location

On-site – North Ryde, NSW

About JLL

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and find a place where they belong.

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise.

At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world.

Equal Opportunities

JLL is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email HRSCLeaves@jll.com.

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We encourage you to apply even if you don't meet all of the requirements. We're interested in getting to know you and what you bring to the table!