Assistant Facilities Manager

col-wideJob Description:

JLL empowers you to shape a brighter way.
Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
We are looking for an Assistant Facilities Manager for our Work Dynamics business line.
About JLL
We're JLL. We're a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.
If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!
Role Purpose
An exciting opportunity has arisen for an Assistant Facilities Manager based in Lisbon, Portugal covering other remote sites. The Assistant Facilities Manager will assist the Regional Facilities Manager and EMEA Account Director in leading a vendor group to manage the tactical delivery for the assigned properties. These properties are based in Portugal, Finland and The Netherlands.
The Assistant Facilities Manager will be the on-site point of contact for the key stakeholders &/or client in the absence of the Regional Facilities Manager. The responsibilities will include maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk via Corrigo ticketing system for all sites.
What this job involves
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
Participate in weekly operations meetings with client and Regional Facilities Manager
Proactively engage stakeholders to ensure that on site client's expectations are met
On-site key point of contact for Facilities in the client's premises
Respond to requests and e-mails in a timely manner
Communicate in professional manner, taking the audience into account
Respond to requests and e-mails in a timely manner
Support Client Exec Assistant in preparation of Meeting & training rooms for Visitors or Employees in all buildings
Procurement & Vendor Management
Support vendors including hard and soft skills to deliver services on time and within budget
Support vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices
Liaising with vendors to book in service dates for planned and reactive works
Collation of service records and compliance data from vendors to be stored within electronic logbook system
Prepare PO forms as required
Office cleanliness: oversee & report cleanliness in office, pantries, etc.
Ensure stationary & beverage stock levels are managed accordingly and within budget
Order of consumables (e.g. stationery, beverages, toilets and kitchen supplies etc where applicable to Workplace.)
Ensure JLL HSSE contractor management process is being followed when vendors attend site.
Communication to Vendors and Supplier
Contracts Management
Ensure that all contracts are professionally delivered at the right cost and in line with the Jones Lang LaSalle Code of Ethics
Support in monitoring expiry of contracts and initiate re-procurement if needed
Continually assess contracts to ensure best value delivered to the client
Finance Management / Cost Control / Profitability
Assist in ensuring 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
Ensure vendors coming into client sites have trained and competent staff and follow safe working practices
Ensure the provision of a safe working environment for JLL team and vendors
Ensure near misses/good catches are logged through CMO – HSSE System for all assigned sites
Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report)
Ensure site logbooks are being administrated and documents uploaded to sharepoint
Ensure all escape ways are unobstructed and all material and goods are stored as per instruction at the assigned place, respecting safety recommendations for storing for items within JLL control
Supporting Cleaning and H&S Audits for JLL
Attending HSE Audits
Site Operations Management
FM management of the sites including but not limited to budgets, maintenance and operations, contract services, purchasing of material(s), equipment & supplies, occupancy services and helpdesk
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
Incoming mail: distribution to various buildings and Reception in bldg.6 - oversee deliverables to/from Bldg.6
Coordinate works within the buildings, granting access and authorizations from all involved areas in Synopsys and RSOC
Fruit supplies & distribution/maintenance in Lisbon
Office maintenance – Ensure the office is organized and all equipment in proper conditions (equipment e.g. AC, Lights, Electrical, Cafeterias Equipment, desks, chairs, light issues, doors, etc..).
Log, monitor and update all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites
Regularly meet Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site
Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them
Identify and implement at least 4 innovations which reduce costs or improve customer experience
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
Sound like you? To apply you need to be able to demonstrate the following skills and experience:
Experienced in facilities, property management, hospitality or related field
Able to demonstrate knowledge of local health and occupational safety requirements
Experienced in dealing with critical facilities and vendor management for specialized services
Able to demonstrate proven capacity to understand and interpret commercial contracts
Highly experienced in budget management and financial analysis
Able to demonstrate superior people management skills
Proficient in MS Office
Strong communicator
What you can expect from us
You'll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.
Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.
Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...
Apply today at jll.com/careers.
Location:
On-site –Lisbon, PRTIf 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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For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.
Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page >I want to work for JLL.