Lead Facility Manager

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Our people at JLL are shaping the future of real estate for a better world by combining world class services advisory and technology for our clients. We are committed to hiring the best most talented peopleand empowering them to thrive grow meaningful careers and to find a place where they belong. Whether youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.

MAJOR RESPONSIBILITIES

Team Structure JLL team has 2 staff
Lead FM Facilities Coordinator

Working location: Visa Office (3 min walk from Tokyo Yaesu exit)

With remote managed role for Korea and Mongolia

POSITION GOALS

To provide comprehensive facility contract and procurement management with a focus on Workplace Experience and continuous operational improvement. To achieve financial and other SLAs and KPIs established by the Client and the JLL Account Management team. Delivery of services in accordance with Clients SOWs for Facilities Management EHS Procurement and Critical Environment.

DUTIES AND RESPONSIBILITIES

Workplace 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. He or she will also be the overall owner of the site operations

Procurement and Vendor Management

Manage the vendor procurement and management practices of the various Client sites ensure renegotiation and tendering including tender documentation; evaluation of tenders and preparation of contracts is in accordance with agreed client and/or procurement guidelines.

Benchmark services across properties within the country.

Administer the virtual approval process for contract execution

Coordinate and monitor the contractor management program

Ensure compliance of vendor to JLL ethics

Facilities Operations

Implement a comprehensive energy 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 and met

Recommend continuous quality improvement practices across the region ensuring initiatives in one country are followed up in the other parts of the region to maximize the benefits to Client

Implement comply with and audit all internal management systems for quality assurance

Ensure all Critical Environment (CEM) requirements are consistently 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.

Ensure all Vendor partner deliverables are delivered measured and evaluated

Ensure KPI core card is consistently Green

Risk Management

Ensure coordination of 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

Ensure development of guidelines and strategies to protect health and safety of staff and others protect Client and JLL reputations.

Ensure disaster recovery and business continuity planning is exercised implemented maintained and reviewed regularly

Ensure escalation procedures are in place and observed for incident and problem reporting including advice to JLL & Client Regional Managers and insurance company.

Ensure all local Regulatory Compliance are complied

Profitability/ Savings Initiatives:

Develop potential initiatives and strategies that lead to cost savings and service improvement are consistently implemented

Develop/create Value engineering initiatives program

Customer Service / Client Relationships:

Main focus will be for Workplace Experience to be satisfactory for client stakeholders staffs and visitors

POC to Evaluate service response time and analyze occupants service request trends and suggestions

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 the team delivers meaningful inputs in the development of monthly management reports.

Lead in monthly & Quarterly reporting for Client presentation & acceptance

Training:

Ensure the team is well trained on all facilities policies procedures and systems. Work closely with the JLL senior Account management team to devise new and innovative methods of learning built around skill development leadership and succession planning

Ensure JLL HR and JLL EOS FM competency training are delivered

Ensure JLL Ethics training is implemented and Ensure compliance to JLL Ethics program

Leadership / Staff Management:

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

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

KEY PERFORMANCE MEASURES and KEY

Refer to the Individual Performance Agreement (IPMP) for Key Performance Measures.

Ensure the KPI Targets for the Account are met

COMPETENCIES

Great Interpersonal skills with a strong client focus.

Team Leader with line management skills and the ability to delegate

Strong Technical comprehension and experience with performance based service contracts and vendor management

Strong/Knowledgeable in Critical Environment Management

Strong in Health Safety and Environmental compliance

Strong in Administration and good Financial acumen

Process Oriented

Strong in budget management and financial analysis

Strong Demonstrated initiative

Excellent written and oral communication skills

Strong analytical skills

At least 5- 10 years in Facilities/Property Management experience with hospitality background is an advantage

Experience HSE/PCO Practitioner is an advantage

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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