Assistant Facilities Manager

OVERALL ROLE

The Assistant Facilities Manager will assist the Facilities Manager in (leading a team or) vendor group to manage the tactical delivery for the assigned property/facility, and be the on-site key point of contact for the key stakeholders &/or client in the absence of the Facilities Manager. The responsibilities will include site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

Major Responsibilities

People Management (where applicable)

Manage and coach team

Develop and sustain a high-quality well motivated team

Ensure high staff morale, trust and work ethics

Actively support an environment that supports teamwork, co-operation and performance excellence within team

Assist in mentoring and enabling Training & Development of team members

Client/Stakeholder Management

Deliver excellent customer service to meet on-site client's expectations

Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels

Monitor procedures to ensure client's expectations are conveyed and worked upon

Procurement & Vendor Management

Manage multiple vendors including hard and soft skills to deliver services on time and within budget

Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices

Contracts Management

Ensure that all contracts are professionally delivered at the right cost and in line with the Jones Lang LaSalle Code of Ethics

Monitor expiry of contracts and initiate re-procurement if needed

Continually assess contracts to ensure best value delivered to the client

Finance Management

Ensure that the site's financial operations are meeting targets and control requirements

Assist and monitor financial processes to ensure account payable procedures are followed at all times

Health & Safety Management

Implement and manage safety procedures to ensure the provision of a safe working environment

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

Site Operations Management

Implement Industry Best Practice operations

Assist and monitor to ensure all building procedures and performance measures are maintained at all times

Ensure all Critical Environment (CEM) requirements are met

Seek ways to reduce costs and improve operational standards

24/7 emergency call support and site attendance is required

Risk Management

Assist in the implementation and management of a 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 Jones Lang LaSalle's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies

Achieve Key Performance Indicators and Service Level Agreement targets

Ideal Experience

Min. 3 years of experience in facilities, property management, hospitality or related field

Experience of working in building management environment

Knowledge of local health and occupational safety requirements

Knowledge of critical facilities

Knowledge of vendor management for specialized services

An understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)

Proven capacity to understand and interpret commercial contracts

Strong budget management and financial analysis skills

Critical Competencies for Success

Client Focus & Relationship Management

Ease of interaction with a wide range and wide level of client staff

Ability to manage conflict and balance between client and firm requirements

Has a customer-oriented attitude

Demonstrates proactive & professional approach to customer service

Project Management & Organizational Skills

Excellent planning & organizational skills to prioritize work and meet tight deadlines

Proven ability to manage multiple and complex operational matters on a daily basis

Problem Solving & Strategic Thinking

Capacity to deal with ambiguity and solve complex problems effectively

Analytical, proven ability to solve problems using a quantitative approach

Proven ability to employ holistic approaches and looks at long term solutions