Assistant Facilities Manager

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 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. 

Assistant Facilities Manager will manage the day-to-day facility operations and client activities for the assigned properties/facilities within NSW/ACT. Be the on-site at one or two designated locations (Macquarie Park & Ingleburn DC) and conduct periodical visits to other locations to oversee operations. Provide support to key stakeholders and/or client, as the key point of contact for facility management operations. The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations of equipment/assets, contracted services, purchasing of material, consumables & supplies, occupancy services and managing requests via CAFM/Corrigo Tool.

Team Management

• Provide direct supervision and leadership to the Reception Team.
• Ensure reception services are delivered to the highest standard in alignment with client expectations and SLAs.
• Foster a collaborative team environment that promotes service excellence and continuous improvement.

Procurement and Vendor Management

• Manage the vendor procurement and management practices of the various Client sites. Review scope of works and ensure renegotiation and tendering, including tender documentation; evaluation of tenders and preparation of contracts is in accordance with agreed client procurement guidelines. • Assist Account Manager in benchmarking services across properties within the country as well as across the region.
• Administer the virtual approval process for contract execution.
• Co-ordinate and monitor the contractor management program.

Facilities Operations

• Ensure all Financial Management requirements are completed in a timely and accurate manner.
• Ensure the JLL Escalation SOP & Matrix are met and are in place.
• Implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems. Account consistency will be of importance.
• Manage the Preventive and Planned Maintenance programme to minimise maintenance, repair and replacement costs together with minimising the risk of plant failure.
• Asset management, and lifecycle forecasting.
• Plan and manage all contracts to ensure that they are professionally delivered at the right costs within budget.
• Ensure the provision of a safe working environment.
• Ensure compliance with statutory regulations on fire, health and safety standards.
• Manage and track workflow of work orders on JLL Systems (Corrigo).
• Verify and process invoices in timely manner for all services taken from service providers and contractors to ensure effective management of vendors/service providers.
• Recommend continuous quality improvement practices and come up with innovations that can benefit the client with savings or improved productivity.
• Contribute towards ensuring initiatives in one site is followed up in the other parts of the region to maximize the benefits to Client.
• Ensure that the team liaises closely with the Operations procedures to ensure service standards are maintained to ensure contractual SLA and KPIs are met.
• Ensure consistency of policies & procedures with constant updating.
• Support in-country and regional initiatives by taking timely actions and providing updates as and when requested.
• Implement, comply with and audit all internal management systems, for quality assurance.
• Assist with the coordination of Churn and other relocations activities.
• Ensure all Critical Environment (CEM) requirements are met.
• Ensure all Reactive Maintenance is completed as per the agreed SLA timeframes.

Risk Management:

• Coordinate a property inspection/risk management program on an agreed periodical basis, which identifies major property risks including occupational health and safety, fire safety and essential services and environmental.
• Review risk assessment and SWMS to ensure all works are always carried out safely.
• Ensure permit to work are issued to contractors carrying out works within client tenancy after carrying out/reviewing risk assessments and safe work method statements.
• Ensure data integrity of all information loaded into JLL systems (Corrigo) and comply with the audit process from time to time.
• Assist in the development of guidelines and strategies to protect health and safety of staff and others, protect Client’s and Jones Lang LaSalle reputations.
• Ensure disaster recovery and business continuity planning is implemented and maintained.
• Ensure escalation procedures are in place and observed for incident and problem reporting including advice Client Organisation.
• Ensure all JLL Auditing assessments/findings are closed out on time.

Profitability/ Savings Initiatives:

• Develop initiatives and strategies that lead to cost savings and service improvement Customer Service / Client Relationships.
• Evaluate service response time and analyse occupants ‘service request trends and suggestions.
• Ensure feedback from client sessions is recorded and actioned to the satisfaction of the end user.
• Pro-actively develop and manage client / business unit relationships ensuring that the expected service levels are achieved across the region.
• Lead by example and groom the team in achieving maximum client satisfaction level.

Reporting:

• Ensure that meaningful inputs are provided in the development of monthly management reports.
• Review monthly financial reports including the preparation of accruals and variance analysis with Finance and Client Team (as required).
• Assist in the budgeting and recommit process including reviews with Client Team as required.
• Provide inputs to Account Manager on various operational reporting requirements that may be required from time to time.

Training:

• Undergo mandatory EOS trainings as defined by JLL Corporate EOS Team, to keep yourself updated with all facilities policies, procedures and systems.
• Work closely with the Jones Lang LaSalle senior Account team to devise new and innovative methods of learning built around skill development, leadership and succession planning.
• Actively work towards building an environment that supports teamwork, cooperation & performance excellence

• Bachelor’s degree in facilities management, building, business, or other related field &/or 2+ years’ experience in facilities, property management, hospitality, or related field
• Has experience working in critical environments.
• Knowledge of local occupational health and safety requirements
• Knowledge of critical facilities
• Knowledge of vendor management for specialized services
• Understands basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)
• Proven capacity to understand and interpret commercial contracts.
• Strong budget management and financial analysis skills
• Travel is required
• The occupant must hold a current and valid Driver’s License

Benefits:

• Great employee discounts off fitness, wellbeing & other renowned brands
• 18 weeks paid maternity leave 
• Private Health Insurance Discounts
• Active Social Club
• Employee assistant program
• Novated Lease for EV cars
• Paid time off for volunteer work
• Career Opportunities with Australia's #1 Commercial Real Estate firm
• Premium offices

As an organization, we don’t just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity and building an inclusive workplace.  This is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We support applications from all underrepresented groups, including Aboriginal and Torres Strait Islanders, LGBT+, people with disability and people of all age, religions and race. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.

Apply today, quoting job reference number REQ540528

If this job description resonates with you, 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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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