JLL supports the Whole You, personally and professionally. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. We are looking for an Assistant Facilities Manager for our Work Dynamics business line. 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. 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 a professional manner, taking the audience into account - Support Client Exec Assistant in preparation of Meeting & training rooms for Visitors or Employees in all buildings Procurement & Vendor Management - Support vendors to deliver services on time and within budget - Support vendor procurement processes in accordance with agreed client procurement guidelines - Liaising with vendors to book in service dates for planned and reactive works - Collation of service records and compliance data from vendors - Prepare PO forms as required - Oversee & report cleanliness in the office, pantries, etc. - Ensure stationary & beverage stock levels are managed accordingly and within budget - Ensure JLL HSSE contractor management process is being followed when vendors attend site. Contracts Management - Ensure that all contracts are professionally delivered at the right cost - 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 - Assist and monitor financial processes to ensure account payable procedures are followed Health & Safety Management - Implement and manage safety procedures to ensure a safe working environment - Ensure compliance with statutory regulations on fire, health and safety standards - Ensure vendors have trained and competent staff and follow safe working practices - Ensure near misses/good catches are logged through CMO – HSSE System for all assigned sites - Ensure site logbooks are administered and documents uploaded to SharePoint - Ensure all escape ways are unobstructed and materials are stored as per safety recommendations Site Operations Management - FM management of the sites including budgets, maintenance and operations - Implement Industry Best Practice operations - Ensure all Critical Environment (CEM) requirements are met - Seek ways to reduce costs and improve operational standards - Coordinate works within the buildings - Ensure all chemicals used on site have an up-to-date chemical list available - 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 recovery and business continuity plans - Follow established escalation procedures and incident reporting procedures Minimum Requirements You need to be able to demonstrate the following skills and experience: - Experienced in facilities, property management, hospitality or related field - Knowledge of local health and occupational safety requirements - Experienced in dealing with critical facilities and vendor management - Proven capacity to understand and interpret commercial contracts - Highly experienced in budget management and financial analysis - Superior people management skills - Proficient in MS Office - Strong communicator What you can expect from us You'll join an entrepreneurial, inclusive culture where like-minded people work 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. About JLL We're JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world. We're committed to our purpose to shape the future of real estate for a better world. Apply today at jll.com/careers.
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