Facilities Manager – Technical

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TITLE

Facilities Manager – Technical

BUSINESS UNIT

Integrated Facilities Management

REPORTING TO

Operations Manager, IFM

DIRECT REPORTS

As assigned

POSITION GOALS

The Facilities Manager – Technical will have responsibility for the management of a wide range of issues, from strategic contracts management to input on day-to-day operations.  This Facilities Manager will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from client staff and arrangements pertaining to all operating expenditures. This position will form a part of the team that will provide a professional, value-focused service aimed at meeting or exceeding the client expectations.

DUTIES & RESPONSIBILITIES

• Lead the JLL management team in the delivery of facility management services.
• Ensure that the maintenance services are delivered in line with the contractual commitments and within budgets.
• Define the technical, commercial terms and conditions; define the operational scope and develop tender documents for Annual Maintenance Contracts.
• Conduct competitive tendering exercise and identify suitable specialist subcontractors for the site, carry out comparative analysis and make recommendations to Client on the most appropriate subcontractors.
• Develop Service Level Agreements and assist the Jones Lang LaSalle procurement department in closing Service Level Agreements between Jones Lang LaSalle and its vendors.
• Evaluate the team deployed by Vendors on site to ensure correct level and scale of resources.
• Assess Service Levels and Performance Indicators with the Client representative and define the mechanism to assess the performance levels of various subcontractors.
• Assess performance of the subcontractors based on performance assessment criteria as agreed jointly between Client, Jones Lang LaSalle and its subcontractors.
• Setting annual goals for generating savings in area of such as energy and cost of maintenance operations.
• Ensure compliance of minimum wages acts for payments and statutory compliance through specialist professionals.
• Advise Client on future year maintenance budgets as and when requested for.
• Maintain all records related to the performance of facility management operations on Client site
• Ensuring that the subcontractors are meeting their commitments on scheduled delivery of trainings.
• Ensure that the subcontractors have a planned, structured and solution based approach to the delivery of maintenance services.
• Analyse call outs to understand trends; undertake strategic initiatives to minimize the same.
• Scheduled cross feedback from subcontractors and Client staff on our process to improve services level & satisfaction in organisation.
• Train team members on all Quality policies & procedures.
• Audit sub contractors on quality of materials & upkeep of the site.
• Review the performance of Jones Lang LaSalle staff and conduct performance appraisals from time to time.
• Interface with the Jones Lang LaSalle’s HR department and the Operations Manager and make recommendations for the future trainings given to the site facility management team.
• Prepare and review the preventive maintenance register on a monthly basis and update the same to Jones Lang LaSalle Account Director.
• Analyse call outs to understand trends; undertake strategic initiatives to minimize the same.
• Liaison with the client Finance team 
• Interface with client and Jones Lang LaSalle finance department to raise client billing / invoicing and follow up with the client representatives for the payments.
• Develop MIS reports for Jones Lang LaSalle’s management team and necessary client reporting.
• Chair the monthly progress meeting during the absence of operations manager.
• Duties are in accordance with the Scope of Work & include:
• General Administration & Management:
• Client & Business Unit Liaison
• Team management including Vendor team (onsite personnel)
• Prepare, submit and review Monthly Report to client
• Preparation and submission of management reports/analysis as and when required by client
• Expense tracking oversight and invoice management
• Assistance to Client - FM for preparation of Annual Budget
• Formulation and implementation of Policies & Procedures Including Annual Update of Operations Manual
• Property Services, Routine & Ad-Hoc Maintenance
• Oversee operation and maintenance of facilities; M&E matters, housekeeping, conference rooms, resolving operational issues, etc
• Operational Risk Management
• Update and implement Emergency Response plan; drills etc as required
• After office hours facilities assistance response
• Operational Audits and Compliance
• Escalation of Incidents/Problems
• Vendor & Contractor Management
• Evaluate Vendor Procurement & Contracts Administration &  Management
• Moves, Adds & Change Management (MAC)
• Oversee office churn/internal box moves

Description

• What this job involves:
• Providing strong leadership from end-to-end
• Are you a seasoned expert with superior leadership skills? In this position, you’ll fill a pivotal role as the focal point in all things related to facility . You’ll work side-by-side with the head facility services operations in leading and managing the facility, and developing a comprehensive integrated facility management (IFM) programme.
• Likewise, you’ll build strong working relationships with client . Your job is also to make sure that our suppliers meet or exceed expectations by providing quality services, programmes and initiatives. Furthermore, you’ll be responsible for driving service and cost improvements by promoting the teams’ efficiency and productivity.
• Managing on-site operations effectively
• Your focus will be the delivery of services at the site and city level. You’ll also keep track of key metrics and performance, carry out corrective actions, and ensure that all services required of the team are met or exceeded.
• You will also spend a lot of time attending important meetings with site representatives and suppliers. On top of that, you’ll also see to it that operating guidelines are followed, and that issues and escalations are properly endorsed.
• Driving excellence among our people
• JLL’s success story is a testament to our people’s passion for excellence, and your job is to uphold this legacy. As the person in charge, you will mentor team members on their current performance and future developments. Likewise, you’ll see to it that each member goes above and beyond what is expected of the team. Moreover, your job is essential in ensuring regular interactions at a site and country level.
• Relevant and proven skillset
• At JLL, we value excellence above all—that’s why we are after the best talents in the industry. If you have five or more years’ experience in IFM leadership, especially in a multinational organisation, then this job is for you. Likewise, an extensive experience of financial or budgetary processes and vendor management may help you land this role.
• Impeccable leadership
• The ideal candidate possesses a leadership style that is inclusive, proactive and respectful. You are also a results-driven, change-agile leader with a strong customer service focus. Excellent verbal and written communication skills are also essential for this role, as you’ll constantly deal with both internal and external organisations. To excel in this role, you’ll also need to have outstanding analytical skills, resilience and can-do attitude.
• Think you can ace this job? We’d love to discuss with you.
• Health and Safety
• Ensure compliance with statutory regulations on environment, fire, health and safety standards. Ensure all safety procedures, including Crisis Management/ Business Continuity and Emergency Procedures are maintained at all times.
• Others
• Maintain equipment database for site. Develop and implement innovative programs and processes that reduce consumable costs and increase productivity through smart cleaning technologies. Monitor adhoc jobs and project work. Prepare / provide input to the site monthly report to be submitted by FM
• Employee specification
• Graduate/ IHM Diploma with minimum of 8 years’ /10 years' experience in Facilities Operations / Hotel Management.

EMPLOYEE SPECIFICATIONS

• B.Tech / Diploma in Electrical Engineering
• For B.Tech 8-10 years / For Diploma 12-15 years with relevant experience in facilities management
• Tertiary qualifications in building management and/or business desirable
• Proven ability to function effectively as part of a team
• Proven ability to initiate and follow through with improvement initiatives

KEY PERFORMANCE MEASURES

• Meet or exceed best practice in provision of services through contracts
• Establishment and adherence to policies & procedures, compliance deadlines for each of the tasks as advised by the Operation Manager.
• Effective management of the team.

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

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