Facilities Manager

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The Facilities Manager (FM) is responsible for managing all aspects of facilities service as detailed in the scope of works section of the contract and will report to the appropriate Senior Facilities Manager (SFM). In this capacity, the jobholder will be the person responsible for the service delivery at specified locations, which will be measured by contractual Key Performance Indicators and Service Level Agreements.

The FM will provide operational leadership and ensure the account objectives are met in the Region.  The role will have functional accountability for an assigned number of the Client Sites and the jobholder is responsible for all aspects of client and tenant satisfaction. 

The FM is responsible for working directly with the local client to ensure a thorough understanding of their objectives and the implementation of acceptable property-specific operating strategies that achieve these required standards. Once developed the FM must oversee the implementation of all approved initiatives and programs, by managing and coordinating the efforts of the FM team (e.g. service providers, contractors, and building employees)  to achieve the goals.

The FM is responsible for representing Jones Lang LaSalle in the local and regional business and real estate community in order to promote Jones Lang LaSalle’s reputation and capabilities to prospective tenants and clients.

·       Develop, gain consensus for, and implement the Best Practice/ Building Operation Plan for assigned portfolio.

·       Work with the Financial Manager to prepare the annual budgets for NCR and to work with suppliers to develop and deliver the annual budget with best practice FM operational support and administer the works to ensure budget compliance. 

·       Assist with the development and maintenance of the Scope of Services, Service Level Agreements and Key Performance Indicators that have been formally agreed with CRE and the local NCR Business Units that support the FM Budget.

·       Ensure that a programme of regular management reports are completed accurately and comprehensively to track operational and financial performance.  Reports include Savings Tracker, monthly Outlook Variance reporting and monthly outlook forecast reporting.

·       Assist the Client with the development of the property budgets and forecasts in accordance with the financial timetable. Responsible for collection of fees from client and tracking of outstanding payments.

·       Inspect facilities and equipment to determine extent of service and equipment required.  Recommend, justify, develop and coordinate with the Client team, projects that enhance the value of the office buildings.

·       Arrange for maintenance, upkeep, or reconditioning of facilities as specified in the operating procedures, the management plan and/or management services agreement and of leased premises as dictated by lessee's agreement.

·       In conjunction with the Procurement Specialist, competitively bid and prepare all service contracts to assure high quality and cost effective services.  Assemble and analyse contract bids, submit recommendations and prepare the standard form contract agreement for the Account Director for execution.

·       Act as primary contact for assigned site’s contractors and vendors.

·       Maintain role as primary contact for service requests generated by the client’s staff.  Proactively meet with Client’s local Management on scheduled basis.  Communicate regularly with the client’s Management and staff, providing necessary support and information on the status of all areas under his management.

·       Approve purchases of supplies and equipment for use at managed office buildings.

·       Contract for services as described within the operating budget, management plan and/or management services agreement.

·       Participate in group wide bid processes as appropriate.

·       Ensure that all defined services are completed in accordance with all operating procedures, statutory requirements, and within the Health and Safety guidelines.

·       Proactively involved in ensuring that services are reviewed and refinements made to enhance FM services across the assigned portfolio.

·       Develop a close working relationship with all of the vendors under his/her control to ensure that they fully understand the Client culture and are made to feel part of the team delivering a high quality service.

·       To be responsible for ensuring all staff and contractors are aware of, and comply with, their responsibilities under the contract with particular emphasis on the critical financial and operational targets.

·       To ensure that all staff directly or indirectly employed on the contract performs their duties in a way that causes minimum disruption to the staff of NCR and their customers, respecting and enhancing the reputation of NCR within the local or wider community.

·       To implement a comprehensive management reporting and meeting framework with operational managers, suppliers, NCR local BU’s, NCR CRE and internal JLL that tracks and manages operational and financial performance targets/ objectives.

·       To visit the sites on a regular, planned and ad hoc basis to carry out formal financial & operational audits that ensure NCR's objectives are being met and to appraise the performance of the team.

·       To introduce initiatives and encourage a continuous improvement philosophy across their sites acting as a member of the senior management team.

·       To keep up to date on the latest FM 'best practise' making recommendations to the management team and NCR where appropriate.

·       To liaise with NCR BU’s clients and any appropriate specialist resources regarding any project work or special circumstances that may arise.

·       Accountable to the Regional Director for ensuring all staff and contractors operate in compliance with JLL Environmental, Health & Safety policies and procedures and with local, national or European EHS legal requirements.

·       To assist with the JLL and NCR Business Continuity and contingency plans including out-of-hours emergency response call-out & escalation procedures etc for the Dundee sites to ensure JLL can continue to deliver all services to NCR and can adequately support NCR in the event of an occurrence.

·       To assist with the annual Facilities Survey through JLL Regional Director, NCR CRE & NCR local BU’s to improve performance management and development of the FM service strategy.

·       To liaise with NCR and any appropriate specialist resources regarding any project work or special circumstances that may arise, including receptions, press announcements, security issues.

·       Provide support to NCR in environmental audits, together with the Senior Facilities Manager, where appropriate, for their ISO 14001 accreditation.

·       Make tours of all of the assigned office buildings and grounds at an appropriate frequency. Weekly and Monthly.

·       To be available outside of normal operating hours to resolve emergencies as fast as possible in a professional way.

·       Assure compliance with Best Practice documents with the assistance of the SFM. Assure compliance with Jones Lang LaSalle policies, procedures and standard practices.

·       Know, understand and set an example relative to the policies within the Jones Lang LaSalle Personnel Handbook.

·       Provide Capital Project Management where required.

·       Coordinate response to more complicated Client service requests and assure follow-up.

·       Directly supervise employees reporting to the assigned buildings.  Carry out supervisory responsibilities in accordance with the policies detailed within the Jones Lang LaSalle Personnel Handbook and applicable laws. Ensure training of staff to fulfil legal requirements, especially in the area of fire protection, technical safety and personal safety.

·       Meet monthly with specific Service Providers to review performance metrics, budget alignment and pan-account issues for feedback to the Senior Facilities Manager.

·       To assist with the delivery of the Annual Occupancy Survey according to the NCR schedule.

·       Compliance with service provision as detailed in the contract.

·       Compliance with the Health and Safety responsibilities.

·       High Customer Satisfaction rating as measured in regular surveys.

·       Compliance with Best Practice documentation.

·       Pursue continuous improvement.

·       Languages: Must be fluent in English. Knowledge of assigned post local language would be an advantage.

·       Excellent organisational skills required.

·       Strong interpersonal skills with training experience to guide multifunctional teams.

·       Excellent PC skills, proficient in Microsoft Word and Excel.

·       Interest in continuous improvement and development of new technologie