REPORTING TO

IFM HQ Senior Account Manager, matrix to Regional Account Director

NUMBER OF SUBORDINATES

6 Pax

POSITION GOALS

To provide comprehensive facility, contract and procurement management with a focus on continuous improvement. To establish and sustain Client & Employee experience framework to ensure office space becomes a collaborative environment. To achieve financial and KPIs established by the Client and the HQ Account Manager.

DUTIES AND RESPONSIBILITIES

The Facilities Manager must be a team player, motivational leader, who will work all business unit to establish a collaborative environment. To ensure his/her members understand the scope requirement and able to deliver. Identify area of development for her staff. Drive the team to meet all key performance indicators as set out in the management contract.

As the facilities manager, you’ll be working frequently with senior JLL Leaders, so you’ll need to build strong relationships with them. Likewise, you’ll need to be proactive and engaging; and make sure that the stakeholders’ expectations are met each and every time. You will also be the go-to person for any facilities-related concerns

Facilities Operations

• Implement a comprehensive energy management program
• Implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems. Regional consistency will be of importance

• Implement a Preventive and Planned Maintenance programme to minimise maintenance, repair and replacement costs together with minimising the risk of plant failure.
• Ensure that the team liaises closely with the Regional Operations procedures to ensure service standards are maintained
• Have an eye for continuous quality improvement practices to site continues to be a show case for client visitation.
• Ensure consistency of regional office policies & procedures, to ensure JLL operated in a similar manner.
• Implement, comply with and audit all internal management systems, for quality assurance
• Ensure all technology platform are working as per its intent purpose and analytics are carried on a timely manner to ensure proactive response.
• Ensure all Financial Management requirements are completed in a timely and accurate manner.

Procurement and Vendor Management

• Evaluate the vendor procurement and management practices are complied.
• Responsible to ensure renegotiation and tendering, including tender documentation; evaluation of tenders and preparation of contracts is in accordance with agreed client procurement guidelines.
• Administer the virtual approval process for contract execution
• Co-ordinate and monitor the contractor management program

Risk Management

• Assist in the implementation of a property risk management program which identifies risks including occupational health and safety, fire safety and essential services and environmental.
• Ensure critical operations and sites are identified and addressed on a timely manner. .
• Ensure data integrity of all systems and audit data from time to time

• Develop guidelines and strategies to protect health and safety of staff.
• Ensure disaster recovery and business continuity planning is implemented and maintained and align across the region.
• Ensure escalation procedures are in place and observed for incident and problem reporting including.

Customer Service / Client Relationships:

• Ensure effective communications and reporting to clients’ on operation matters
• Evaluate service response time and analyze occupants’ service request trends and suggestions
• Ensure feedback from client sessions is recorded and actioned to the satisfaction of the end user.
• Pro-actively develop and manage client / business unit relationships ensuring that the expected service levels are achieved across the region.
• Lead by example and groom the team in achieving maximum client satisfaction level

Reporting:

• Ensure the monthly performance report is generated to meet SLA standards.
• Review monthly financial reports including the preparation of accruals and variance analysis with FMs
• Assist in the budgeting and Recommit process including reviews with the FMs/ AFM’s.

Training:

• Ensure the team is well trained on all facilities policies, procedures and systems. Work closely with the JLL senior Account team to devise new and innovative methods of learning built around skill development, leadership and succession planning
• Assign buddies for new team members to ensure team work, consistency & rationalization of the team

Leadership / Staff Management:

• Actively encourage an environment that drive teamwork, co-operation & performance excellence

• Act as manager and a coach for the team ensuring high staff morale, trust and work ethics.

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