Facilities Manager
Objective of Role
The Facilities Manager (FM) will be directly responsible for the provision of facilities services to occupiers in one or more managed properties to best practice standards defined by JLL and is expected to understand the business objectives of the investment.
Team Structure
Reporting to the Senior Facilities Managers (SFM), the FM may have line management responsibilities for Assistant Facilities Manager(s) (AFM) in the region and will work closely in a number of ‘virtual teams’ within PAM including; Client Relationship Directors (CRDs), Contract Directors (CDs), Management Services, Client Financial Services (CFS) and will take direction from Client FM Leads.
Key Responsibilities and Deliverables
Facilities (property/portfolio) Management;
- Working closely and taking direction from relevant Client FM Leads take ownership and be responsible for delivering operational facilities related client KPIs as identified in the PMA (Property Management Agreement) and/or any other client agreed initiatives.
- To assist in the delivery of ‘Instinct’ (customer experience) operational initiatives across your portfolio in close liaison with our service partners.
- To regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building.
- Inform Surveyors of any occupier matters that may influence valuation/investment considerations including assistance in monitoring Tenant’s compliance with covenants.
- Report to Surveyors in accordance with an agreed procedure, ensuring the Client or Business Space Lead FM is kept informed on matters relating to standards of facilities management.
- To work in accordance with established procedures in connection with JLLs out of hours cover and emergencies.
- To deliver the financial management of the property through the preparation of service charge budgets, the monitoring of agreed budgets to pre-defined cash limits, quarterly variance reporting and service charge reconciliation to agreed accounting practices. Also, to administer non-recoverable budgets.
- To understand the principal terms of occupier’s leases as they affect the facilities management of the property and the Client’s obligations to provide services including clarity on the extent of the common areas.
- In conjunction with the Surveyors and RFM, ensure that the procurement of all supplies and services at the property is undertaken in accordance with the JLLs PAM procurement program to ensure the highest standards for the best price. This will include the use of accredited Contractors only, usually on the basis of framework agreements, and JLLs purchase ordering systems.
- Monitor contractor performance against agreed standards. Review service contracts as appropriate.
- Establish and maintain high quality health and safety arrangements, in accordance with best practice guidelines from central support under the JLLs risk management programme and the RFM.
- To ensure all risks identified in the independent Risk Assessment are properly addressed and to review risks as part of JLLs audit process and Site Compliance inspections.
- To work with other aspects of JLLs ‘Socially Responsible Management’ programme in relation to environmental & sustainability policies; to include water hygiene and asbestos monitoring etc.
- To ensure reactive maintenance and day-to-day service requirements undertaken in a timely and cost-effective manner.
- This job description sets out key elements and responsibilities of the role, but it is not intended to be exhaustive and does not constitute a contractual document. Duties may be changed to meet changing needs or circumstances.
- Be familiar with all heating, ventilating, mechanical and electrical equipment in each building and have a sound understanding of the purpose and general working of such equipment. To ensure maintenance contracts in place to cover O&M manual requirements.
- Assist and liaise with building surveyors/architects/consultants on major works.
- With the Surveyors, identify and arrange minor planned works.
- To maintain, test and implement disaster planning procedures to cover all emergencies. To organise and co-ordinate fire evacuation and bomb drills.
- Prepare site regulations and issue permits to work for all contractor activities on site.
- To ensure that on-site management of the properties is undertaken in accordance with JLLs polices, processes and procedures as defined on the PAM Process Hub site (Connect).
- Establish and maintain proper site records in accordance with best practice rules.
- Responsible for routine correspondence using standard documents and templates as appropriate.
- Develop and maintain occupier handbooks as per defined standard for each site.
- To monitor vacant/void property in conjunction with the clients’ insurance policy.
- Establish a regular inspection programme for each site in accordance with site insurance and regulatory requirements.
- Assist in the submission of insurance claims relating to incidents on site and manage the obtaining of quotes and/or works at site as instructed by the insurers or loss adjusters.
- Ensure readiness for sale of relevant individual properties dealing with due diligence enquiries on disposal and lettings from a facilities perspective.
Required Qualifications, Skills and Experience
- Commercial awareness and ability to develop identified business improvement opportunities
- Solid stakeholder management skills and an ability to understand and relay business ideas
- Previous experience working for a company within the property industry or from a similar business line, with client facing experience or from a corporate FM background
- An advocate of change and supportive in driving operational business change
- IWFM / BIFM qualification and or similar in facilities operational management
- Strong organisation skills and excellent communication skills, both verbal and written
- Driven to achieve results
- Knowledge of safety, quality, and cost risks