Assistant Facilities Manager

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The Assistant Facility Manager must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.

Procurement and Vendor Management

Manage the vendor procurement and management practices of the sites and ensure renegotiation and contract including proposal documentation; evaluation and preparation of contracts is in accordance with agreed client procurement guidelines.

Benchmark 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

Implement a comprehensive energy and sustainability management program

Implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems. Regional 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.

Ensure that the team liaises closely with the Regional Operations procedures to ensure service standards are maintained

Ensure consistency of regional policies & procedures with constant updating of SOPs and that all staff have adequate familiarity with the systems as well as the policies

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 timeframes.

Ensure all Financial Management requirements are completed in a timely and accurate manner.

Involvement in workplace experience activities including event support and working on sustainability initiatives.

Risk Management

Coordinate a property risk management program which identifies major property risks including occupational health and safety fire safety and essential services and environmental.

Ensure data integrity of all information loaded into systems 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.

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 to Regional Managers.

Profitability/ Savings Initiatives:

Develop initiatives and strategies that lead to cost savings and service improvement.

Customer Service / Client Relationships:

Evaluate service response time and analyze 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

Finance:

Responsible for developing and following budgets for all services and or locations under his / her responsibility

Review monthly financial reports including the preparation of accruals and variance analysis with FMs and Regional Finance Manager (as required).

Assist in the budgeting and Recommit process including reviews with Regional Finance Managers as required.

Administer the Corrigo system and ensure that all WOs and other relevant data are regularly updated.

Reporting:

Deliver delivers meaningful inputs across the region in the development of monthly management reports.

Training:

Ensure the team is well trained on 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.

Assign buddies for new team members to ensure team work consistency & rationalization of the team

Leadership / Staff Management:

Actively encourage an environment that supports teamwork co-operation & performance excellence

Act as manager and a coach for the team ensuring high staff morale trust and work ethics.

Work order (Corrigo) - Manage work orders for all service requests with specific tasks by assigning unique reference numbers

Assign and Dispatch - Assign specific service provider based on the nature of request / complain.

Follow- up on completion - Close service requests by regularly following up with respective service assignee and record response times

Occupier feedback - Communicate with requestor to ensure call closure request status reasoning and commit on probable timing of call closure

Reporting - Prepare daily / weekly / monthly report

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were 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 yourepursuing.

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