Assistant Facilities Manager

What this job involves –

The Assistant Facilities Manager will be responsible for the delivery of services to operate and maintain the property including customer/client services, financial management, facility maintenance, procurement, and supplier management.

Development of client relationships with key representatives in supporting client’s corporate real estate goals and objectives will also be part of the duties assigned to the AFM.

Your day to day: Responsibilities

Relationship Management

• Maintain client satisfaction with delivery of Facility Management services and support programs to increase customer satisfaction.

Compliance

• Support compliance with Jones Lang LaSalle minimum audit and compliance standards in facility management, financial management and operational policies and procedures.
• Meet or exceed site Key Performance Indicators (KPI’s); monitor Service Level Agreements (SLA’s) monthly to identify potential challenges and plan corrective actions accordingly.
• Enforce all Company policies and training requirements regarding safe and efficient operations and work practices.
• Implement and monitor hazard control and team safety practices, ensure compliance with local codes and regulations and Jones Lang LaSalle operations standards

Team Management

• Demonstrate strong collaboration and teamwork within the account team, by including driving the development and implementation of IFM best practices and innovations.

Administrative Function

• Support work order management for in house staff and vendors as necessary.
• Support facility soft services as needed and directed such as: meetings preparation, conference room reservations, food services, parking, vending, and badging.
• Excellent customer, computer, managerial, verbal and written communication skills
• Ability to multi-task and effectively organize responsibilities to achieve portfolio goals and objectives.
• Basic knowledge of building systems (mechanical and electrical systems).

Duties:

• Works with Regional Facility Manager in the development and management of the annual operating budgets and monthly variance reporting
• Manages, oversees, and coordinates daily facility management activities such as HVAC, electrical, plumbing, fire/life/safety system, landscaping, exterminating, BMS, etc.
• Coordinates with site and contractors to ensure good customer service.
• Request proposals, schedule and inspect all maintenance and repairs from onsite vendors and contractors.
• Reviews proposals for repair and maintenance work in accordance with JLL and client procurement policy and operating budget.
• Liaison with vendor partner services.
• Assists with innovations and special projects.
• Performs tours/inspections of the properties.
• Establishes working relationship with client and contractors to ensure that Building services are being provided to the satisfaction of building occupants.
• Manage the work order process from creation to reporting.
• Ensure accuracy of vendor invoices from invoice coding in CMMS system to timely vendor payment
• Create/edit monthly reports for work orders, budgets, initiatives, and projects.
• Provide support for client team in escorting guests and vendors

Sound like you? To apply you need: Minimum Experience

• High School Diploma or equivalent
• 2+ years of proven work experience managing a commercial facility as a third-party provider, corporate, or as a consultant
• 1+ years of proven people management/supervisory work experience in the facilities management industry
• Experience using Computerized Maintenance Management System (CMMS)
• Strong leadership skills, customer service skills and interpersonal skills with his/her associates, clients and vendors.
• Knowledge of applicable financial and accounting terms and principles as they apply to commercial property management.
• Strong client service orientation with the ability to provide information and respond to questions from groups of managers, customers, and the Vendors.
• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to respond to common inquiries or complaints from clients, co-workers, vendors, contractors and supervision.