Assistant Facilities Manager

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies 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 people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

What this job involves

• Client/Stakeholder Management
  • Provide superior customer service to meet on-site client’s expectations
• Procurement & Vendor Management
  • Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
  • Assist in the procurement of vendors and services as required
• Finance Management
  • Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
  • Ensure prompt and accurate management of purchase orders in JDE
  • Ensure prompt and accurate management of PO/ GR process for all real estate vendors working across the clients UK portfolio
• Health & Safety Management
  • Conduct regular audits to ensure safety procedures on site are in place and working
  • Assist in carrying out safety procedures when needed
• Site Operations Management
  • Assist in the implementation of Industry Best Practice operations
  • Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
  • Seek ways to constantly reduce costs and improve operational standards
  • Maintain premises in neat and good working condition at all times
  • Maintain duplicate office keys in good order
  • Provide support for regular reporting packages
• Risk Management
  • Assist in the implementation and management of property risk management program
  • Support the implementation and monitoring of disaster recovering and business continuity plans
  • Follow established escalation procedures and incident reporting procedures
  • Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
• Achieve Key Performance Indicators and Service Level Agreement targets

Sound like you? To apply you need to be able to demonstrate the following skills and experience:

• Prior experience in facilities, property management, hospitality or related field (preferred)
• Knowledge of financial management processes purchase order management & good receipting
• Good understanding of Microsoft Excel and Outlook (previous SAP experience is desirable)
• The role will be admin focused, therefore previous admin experience is desirable
• Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous
• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively
• The ability to effectively deal with stressful situations
• The ability to work independently

You also need to be:

• Self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language)

Critical Competencies for Success

• Firm First mind-set
  • Able to cooperate and work well with others to meet targets
  • Support the team effectively as and when needed
  • Proven ability to commit to flawless execution while complying with firm’s procedures and standards
• Client Focus & Relationship Management
  • Demonstrate and ensure to instil a culture in the team that match our ‘I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer
  • Able to interact with the general client staff & vendors with ease
  • Ability to manage conflict and conflicting priorities
  • Demonstrates ability to work with vendors to deliver efficient services
  • Demonstrates proactive & professional approach to customer service
  • Has a customer-oriented attitude
• Project Management & Organizational Skills
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