Facilities Manager

What this opportunity involves:  

• Ensure contractors and their staff are aligned to JLL’s core principals which include team work, communication and work ethics 

• Build and maintain an environment that supports teamwork, co-operation and performance excellence within the EG Funds portfolio team. 

Client/Stakeholder Management  

• Proactively engage stakeholders to ensure that on site client’s expectations are met 

• Build and develop effective client / stakeholder relationships across multiple levels of the organisation 

• Contribute to national account initiatives, KPIS,  collaboration and goals  

• Key point of contact for Facilities and building management  

• Attendance at all monthly and quarterly client + account meetings 

• Attend client initiative events. 

• Internal Reporting – Provide timely reporting internally, and quick response to internal requests for information. Attend monthly team meetings to review property performance. Attend those meetings/forums nominated by your Manager.  

• Client Recommendations – Work with property team in the preparation of client recommendations 

• Work with the Client and management team to develop a leasing strategy, taking an active role in the timely delivery of tenancies and lease documentation.   

• Ensure vendors are well-managed, delivering services on time and within budget 

• Ensure that vendor procurement processes comply with agreed client & account procurement guidelines as well as Jones Lang LaSalle best practice. 

• Ensure invoices are processed according to JLL best practices and paid in an efficient manner.   

• Monitor & manage plant & equipment life cycle recommendations  

• Prepare CAPEX recommendations for the National Team  

• Plan and manage all contracts to ensure that they are professionally delivered at the right costs 

• Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed 

• Ensure contracts are continually assessed to deliver best value to the client 

• Positive contractor relationship management to ensure safe and effective delivery of contractor services. 

• Execute monthly meetings ensuring all contractor KPI’s are met.  

• Ensure meeting minutes are accurate and up to date. 

• Ensure all site safety requirements are adhered to including currency JLL & site-specific inductions, current CM3 registration, current & accurate site safety plan, accurate SWMS for service and non-service-related tasks. 

• Manage budget with respect to service contracts.  

• Manage contract tender process within client and JLL guidelines and expectations. 

• Ensure contractors are continually assessed to deliver best value to the client. 

• Actively work to ensure that the site’s financial operations are meeting or exceeding targets and control requirements including the Jones Lang LaSalle Code of Ethics 

• Ensure financial processes are followed at all times and budgets are met including providing commentary on any variances. 

• Annual Plan and Budgets - Together with the other members of the management team, prepare an Annual Business Plan, Income and Expenditure Budget and Capital Expenditure Budget for each property.  

• Promptly review, signoff and process invoices for payment including raising purchase orders and billing. 

• Client Reporting – Working with the other members of the management team prepare monthly re-forecasting and variance reporting for each property in accordance with the timeline established by the Client.   

Health & Safety Management 

• Ensure the provision of a safe working environment 

• Ensure compliance with statutory regulations on fire, health and safety standards 

• Manage works to improve operational site safety 

Site Operations Management 

• Recommend continuous quality improvement practices and implement Industry Best Practice operations 

• Implement building procedures and performance measures and ensure they are maintained at all times 

• Review existing operations regularly to reduce costs and improve operational standards 

• 24/7 emergency call support and site attendance when required 

• Ensure JLL Permit to Work program is in place and adhered to. Regular refresher training with site security staff. 

• Maintain consistent operational security of the building and operating systems and staff. 

• Routine Site Inspections 

• Liaise with tenants on any lease related issues. 

• Work with the management team to understand lease requirements, assists with tenant retention and overall tenant management. 

• Ensure that all property and tenant details and registers are maintained in an accurate manner 

• Provide recommendations to and support client ESG improvement  

• Ensure a property risk management program including audits are implemented and maintained 

• Ensure disaster recovering and business continuity plans are implemented and maintained 

• Ensure escalation procedures and incident reporting procedures are implemented in accordance with the account protocols 

• Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalle’s business conduct 

• Support National team with ongoing compliance reporting  

• Engage 3rd party specialist to complete operational and/or engineering systems auditing as determined by the onsite management team or building Owners, e.g building façade audits, lift & audits. 

An overview of the role:   

Assist the Property management & National team on any other tasks as required to manage the assets to the JLL standard. 

Achieve Key Performance Indicators and Service Level Agreement targets. To assist in managing the portfolio to the JLL standards and best practice.  Ensure client KPI measures are achieved. 

Sound like you?  This is what we’re looking for: