Facilities Manager

Role Summary

JLL are seeking an experienced Facilities Manager to oversee the day-to-day operation of a diverse workplace portfolio, ensuring a safe, efficient, and high-quality environment for employees and stakeholders. This role is responsible for managing facilities services, vendor performance, budgets, compliance, and workplace projects, while building strong relationships with clients and driving continuous improvements in service delivery, operational performance, and cost efficiency.

Responsibilities

Workplace Management:

• Day-to-day management of all operational aspects of workplace environments
• Ensure JLL and vendors follow policies, operational rules, and procedures. Expand and clarify existing procedures and implement new procedures in order to create a consistent and high level of service.
• Develop standard operating procedures (SOPs) and ensure SOP compliance by JLL and vendors.
• Inspect all facilities to ensure compliance with applicable building, health, safety, and fire codes and regulations.
• Maintain a high level of client satisfaction by providing a seamless interface with the client’s real estate and office operations teams.
• Lead the Facilities team in the implementation of short and long-term projects for the client
• Proactively develop and manage relationships with employees and office coordinators to ensure service delivery expectations are exceeded.
• Detailed, regular inspections of all buildings to discover issues and confirm vendor performance.
• Manage the CMMS and assign tickets to ensure all issues are completed within the defined Service Level Agreements (SLAs).
• Be proactive in finding opportunities for improvement and follow through on a plan to complete projects.
• Develop and implement innovative programs and processes that reduce short and long term operating costs and increase productivity.

Vendor and Supplier Management:

• Manage all facilities related contracts.
• Support and collaborate with JLL sourcing team on future sourcing opportunities to define scope, coordinate supplier walk-through, and manage supplier performance.
• Coordinate discussions with selected vendors or suppliers regarding goal setting, performance criteria, and performance review.
• When applicable, manage the negotiations of new contracts and support the maintenance of existing contracts.
• Source local services and goods needed to perform day to day operations through 3rd party suppliers. Support sourcing to implement a contract, obtain necessary vendor set up forms and support the reviewing certificate of insurance for compliance.

Financial:

• Oversee the development and management of annual operating budgets for each building in assigned territory.
• Ensure all work completed stays within the prescribed budget for each facility.
• Identify, track and implement costs saving ideas on a monthly basis.
• Oversee the development and management of the capital and expense budgets.
• Develop monthly/quarterly variance reporting on all operating budgets for each property within the agreed period.
• Create and submit an annual capital plan for each building, interfacing closely with the client representative.

Account Performance:

• Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction.
• Complete all client reports at their scheduled intervals (monthly, quarterly, annual) and provide analysis that contributes to continuous improvement.
• Accomplish Key Performance Indicators (KPIs) as identified by the Account Lead.
• Ensure compliance with JLL’s minimum audit standards.

Skills & Competencies

• Excellent interpersonal, communication, organizational and management skills.
• Ability to quickly provide executive summaries of problems and solutions to JLL and client management.
• Ability to multitask and work without direct supervision.
• Strong attention to details; makes a conscious effort look beyond effects to discover and understand root causes
• Excellent verbal and written communication skills.
• Ability to lead meetings and presentations.
• Capacity to deal with ambiguity and solve complex problems effectively.
• Strong documentation skills.
• Excellent people skills and ability to interact with a wide range of client staff and demands.
• Proven capacity to understand and interpret commercial contracts.
• Budget management and financial analysis skills.