We are looking for an extraordinary person who has substantial hands-on experience managing vendors & building productive relationships with internal clients. The Assistant Facilities Manager reports to the Regional Operations Lead and will be our key contact for all operational matters locally. The Assistant Facilities Manager will assist the Regional Operations Lead in leading a team or vendor group to manage the tactical delivery for the assigned facility and be the on-site key point of contact for the key stakeholders &/or client.
The responsibilities will include maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services, workplace health & safety, incident & risk management, events organization, food program support and OpsAIDE (Audit, Induction, Direction & Education).
Duties and Responsibilities
Client/Stakeholder Management
- Represents Company in a courteous, efficient, and friendly manner in all customer and employee interactions.
- Foster a sense of community and create happiness at work for our team, our client and their guests.
- Visibly engaged and well known in the workplace; spends time each day welcoming and interacting with employees and also completing floor walks to ensure Workspaces (desk, conference rooms, pantries, utilities etc.) are stocked and maintained.
- Interact with customers and resolves customer complaints in a friendly and service-oriented manner.
- Approaches all situations with a can-do attitude and presents solutions not problems. Reviews and Responds to all customer comments or newly assigned events within 24 hours.
- Relays relevant comments from customers directly to catering manager, team members, or client managers as necessary.
Events Management
- Ensures that all daily event orders are processed and fulfilled to client expectations.
- Monitors all events and customer satisfaction by ensuring room layout, decor, rentals, and catering are complete.
- Accommodates event requests, changes and last-minute requests efficiently and courteously.
- Maintains a professional, calm and composed demeanor while offering consistent and efficient completion of events in correspondence, coordination and execution.
- Works with outside vendor teams for rentals, equipment, etc. as needed.
- Partners with Catering Manager and staff as required to ensure catering is correct and on time.
- Works with Events Admin and Workplace Experience Coordinator to ensure scheduling is correct.
- Works with Events Admin and Workplace Experience Coordinator to ensure room layouts and resets are correct.
- Communicating clear and concisely in a timely manner.
- Processing high volume emails/Slack IMs/ Jira Tickets with accuracy and efficiency.
- Coordinate with F&B vendor to ensure high quality food is served in client's office and for all events.
- Works with Global Events Team for any troubleshooting that will arise from employees.
Food Program Support
- Coordinates monthly audit and gathers comments and reports upwards using Client global platform.
- Verifies and approves monthly invoice with accuracy.
- Involves in preparing quarterly KPI review report for meeting with F&B and Culinary Team.
- Assists health & safety inspection quarterly to ensure alignment with standards.
- Collects feedback from employees and work out action plan with F&B Team and Workplace Manager within Service Level Agreement timeline.
- Work closely with Onsite F&B Manager and Workplace Manager for all food related issues.
- Review and recommend changes to food order quantities with reference to online client ordering system, headcount, and guests.
Risk Management
- Assist in the implementation and management of a 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 JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.
Site Operations Management
- Implement Industry Best Practice operations, in accordance with OpsAIDE standards and processes.
- Ensure planned preventative maintenance is performed to site's requirement, and any corrective maintenance is performed on a timely manner.
- Seek ways to improve operational standards and cost effectiveness.
- 24/7 emergency call support and site attendance is required.
- Implement preventative and corrective maintenance programs.
- Implement Housekeeping, Pest control and Waste Management programs.
- Provide training of the critical environment management system and processes to the relevant subcontractor and to ensure that every personnel of the subcontractor has completed the training before doing any work relating to the property.
- Conduct all asset management, maintenance and repairs so that the value of warranties is protected.
- Maintain Asset databased (Asset inventory Register and system documentation) and assist in Asset lifecycle planning.
- Single point of contact for on-site critical monitoring systems and provide continuous supervision.
- Coordinate annual shutdowns, IAQ tests, Regulatory compliance, alterations, Additions, improvements, Operational checks and Facility inspections.
- Responsible for site reporting such as incidents, maintenance activities, faults, energy & waste management etc.
- Achieve Key Performance Indicators and Service Level Agreement targets.
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.
Procurement & Vendor Management
- Manage multiple vendors using hard and soft skills to deliver services on time and within budget.
- Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as JLL's procurement best practices.
- Maintenance and Corrective activities to be managed using Corrigo and JDE (or client equivalent).
Contracts Management
- Ensure that all contracts are professionally delivered at the right cost and in line with the JLL Code of Ethics.
- Monitor expiry of contracts and initiate re-procurement as needed.
- Continually assess contracts to ensure best value delivered to the client.
Finance Management
- Ensure 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.
Required Qualifications & Experience
- Min. 4 years of experience in facilities, property management, hospitality, project management or related field.
- Good command of verbal and written English.
- Experience of working in the tech industry is essential.
- Knowledge of local health and occupational safety requirements.
- Knowledge of vendor management for specialized services.
- Space planning experience.
- An understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, BMS system, Lighting system, Access control, CCTV system, Fabric services, Mechanical & Electrical system, etc).
- Proven capacity to understand and interpret commercial contracts.
- Experience in running vendor procurement exercises
- Experience in working with Google Suite, Slack Jira and Ai tools is highly advantageous.
- Strong budget management and financial analysis skills.
- Ease of interaction with a wide range and wide level of client staff.
- Ability to manage conflict and balance between client and firm requirements.
- Has a customer-oriented attitude.
- Demonstrates proactive & professional approach to customer service.
- Excellent planning & organizational skills to prioritize work and meet tight deadlines.
- Proven ability to manage multiple and complex operational matters daily.
- Capacity to deal with ambiguity and solve complex problems effectively.
- Analytical, proven ability to solve problems using a quantitative approach.
- Proven ability to employ holistic approaches and looks at long term solutions.
