Facilities Manager

Reporting to: Asset Manager (client side), Account Director (JLL) 
 

Key Stakeholders: Property owners, Tenants, Contractors, Asset Management Team 
 

Client: Challenger (and Lederer) 
 

Portfolio: Multi-site Commercial Properties 
 

Properties: 

ABS House  

82 Northbourne  

6 Chan Street 

14 Childers Street 

Garema Court 

Team: Senior Facilities Management Team 

Duties & Responsibilities: 

1. Safety and Compliance Management: 

• Develop, implement, and maintain a comprehensive safety and compliance program across all portfolio properties 

• Conduct regular risk assessments and implement mitigation strategies 

• Ensure all staff and contractors are properly trained in safety protocols 

• Oversee emergency preparedness and response procedures 

• Maintain strict adherence to all relevant healthcare facility regulations, building codes, and company policies 

• Ensure compliance with healthcare-specific requirements including infection control standards where applicable 

• Coordinate and maintain statutory compliance testing and certifications 

2. Security Management: 

• Work closely with security contractors to develop and implement security protocols appropriate for healthcare facilities 

• Implement and oversee security measures specific to the unique needs of each property 

• Regularly review and update security measures to address evolving challenges 

• Respond promptly to safety events, following relevant safety escalation protocols 

• Coordinate with local emergency services as required 

• Ensure access control systems are properly maintained and monitored 

3. Incident Reporting: 

• Adhere strictly to JLL's incident reporting procedures for all property and public liability related incidents 

• Ensure timely and accurate reporting of all incidents as per JLL guidelines 

• Maintain detailed records of all incidents and follow-up actions 

• Analyze incident patterns to inform preventative strategies 

• Provide regular briefings to senior management on significant incidents and mitigation efforts 

4. Contractor Management: 

• Oversee and manage all service contractors (e.g., cleaners, landscapers, HVAC, fire, security, medical equipment maintenance) 

• Establish and monitor contractor KPIs, ensuring high-quality service delivery 

• Ensure all contractors meet Cm3 prequalification requirements 

• Regularly review contractor performance and address any issues promptly 

• Manage contractor inductions and site-specific safety briefings 

• Coordinate contractor activities to minimize disruption to healthcare operations 

5. Budget Management: 

• Manage operating budgets, including forecasting and cost control measures 

• Oversee capital expenditure (CAPEX) budgets in line with agreed KPIs 

• Manage recoverable maintenance expenditure 

• Prepare annual budgets for maintenance and operations 

• Report regularly on performance against budget/forecast throughout the year 

• Ensure expenses are managed within budget constraints 

• Identify cost-saving opportunities without compromising service quality 

6. Financial Controls and Processes: 

• Implement and maintain rigorous financial controls 

• Ensure all work orders are accompanied by corresponding purchase orders 

• Oversee Accounts Payable processes related to facilities operations 

• Review and approve invoices for accuracy and adherence to contract terms 

7. Capital Works Program Management: 

• Coordinate capital works program in conjunction with asset management and procurement teams 

• Identify and plan capital works with a 5-year perspective 

• Assist with tendering process and obtain quotes for capital works 

• Oversee timely delivery of capital works projects 

• Ensure minimal disruption to tenant operations during capital works execution 

• Provide regular progress updates to stakeholders 

8. Facilities and Maintenance Management: 

• Oversee all aspects of facility maintenance across the portfolio, including preventative and corrective maintenance programs 

• Manage Planned Preventative Maintenance (PPM) schedules using JLL's Prism system 

• Ensure compliance with building codes, environmental standards, and healthcare facility requirements 

• Coordinate reactive maintenance requests and ensure timely resolution 

• Maintain critical building systems including HVAC, electrical, hydraulic, fire, and life safety systems 

• Ensure all equipment certifications and inspections are current 

• Manage building management systems (BMS) and optimize building performance 

9. Tenant Maintenance Requests: 

• Act as primary point of contact for all tenant maintenance requests 

• Ensure prompt response and resolution of tenant issues 

• Coordinate with tenants to schedule maintenance activities that minimize operational disruption 

• Maintain strong communication channels with all tenants 

• Ensure tenant maintenance obligations under leases are upheld 

10. On-Call Responsibilities: 

• Be available for after-hours urgent and emergency works as required 

• Coordinate and manage emergency responses effectively 

• Maintain emergency contact protocols and escalation procedures 

• Ensure business continuity during emergency situations 

11. Reporting and Analysis: 

• Prepare and present regular operational reports to senior management and clients 

• Analyze operational data to identify trends, opportunities, and areas for improvement 

• Monitor and report on KPIs as outlined in service agreements 

• Maintain accurate asset registers and maintenance records 

• Provide monthly performance reports across all portfolio properties 

12. Client and Tenant Relations: 

• Foster strong relationships with property owners and asset managers 

• Address tenant concerns promptly and maintain positive relationships 

• Ensure high standards of customer service across all interactions 

• Facilitate regular communication and property inspections with stakeholders 

13. Contract Tendering Assistance: 

• Support procurement processes for facilities management contracts 

• Assist in preparation of tender documentation and scope of works 

• Evaluate contractor proposals and provide recommendations 

• Support contract negotiations and implementation 

14. Other Duties: 

• Conduct regular property inspections across all sites 

• Maintain current property insurance certificates on file 

• Ensure compliance with environmental and sustainability initiatives 

• Participate in portfolio strategy meetings 

• Support business continuity planning 

• Other duties as required by the Portfolio Manager 

Performance Expectations: 

• Maintain highest standards of safety and compliance across all properties 

• Consistently meet or exceed operational and financial targets 

• Demonstrate strong leadership in contractor management and budget control 

• Ensure timely delivery of capital works and maintenance projects 

• Drive continuous improvement in all areas of facilities operations 

• Effectively manage and mitigate operational risks 

• Maintain strong tenant satisfaction levels 

• Ensure minimal disruption to healthcare operations across the portfolio 

Key Skills: 

• Extensive experience in commercial property facilities management, preferably in healthcare or similar critical environments 

• Strong financial acumen with focus on budget management and cost control 

• Excellence in contractor management and performance monitoring 

• In-depth knowledge of health, safety, and compliance regulations 

• Proficiency in property management software (including JLL Prism) and financial reporting tools 

• Strategic thinking and problem-solving capabilities 

• Crisis management and conflict resolution skills 

• Ability to manage multiple priorities across multiple sites 

• Strong communication and stakeholder management skills 

• Self-motivated with ability to work independently 

• Valid driver's license and willingness to travel between sites