Facilities Manager

OVERALL ROLE The Facilities Manager will manage the day-to-day client activities for the assigned property/facility and be the on-site key point of contact for key stakeholders and client. The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

Major Responsibilities

• People Management

– Manage and coach team

– Develop and sustain a high-quality well motivated team

– Ensure high staff morale, trust and work ethics

– Build and maintain an environment that supports teamwork, co-operation and performance excellence within team

– Mentor and enable Training & Development of team members

• Client/Stakeholder Management

– Proactively engage stakeholders to ensure that on site client’s expectations are met

– Build and develop effective client / stakeholder relationships across multiple levels of the organisation

– On-site key point of contact for Facilities in the client’s premises

• Procurement & Vendor Management

– Ensure vendors are well-managed, delivering services on time and within budget

– Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as Jones Lang LaSalle best practice

• Contracts Management

– Plan and manage all contracts to ensure that they are professionally delivered at the right costs

– Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed

– Ensure contracts are continually assessed to deliver best value to the client

• Finance Management

– Actively work to ensure that the site’s financial operations are meeting or exceeding targets and control requirements including the JLL Code of Ethics

– Ensure financial processes are always followed

• Health & Safety Management

– Ensure the provision of a safe working environment

– Ensure compliance with statutory regulations on fire, health and safety standards

• Site Operations Management

– Recommend continuous quality improvement practices and implement Industry Best Practice operations

– Implement building procedures and performance measures and ensure they are maintained at all times

– Ensure all Critical Environment (CEM) requirements are met

– Review existing operations regularly to reduce costs and improve operational standards

– 24/7 emergency call support and site attendance is required

• Risk Management

– Ensure a property risk management program including audits is implemented and maintained

– Ensure disaster recovering and business continuity plans are implemented and maintained

– Ensure escalation procedures and incident reporting procedures are implemented and in place

– Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalle’s business conduct

• Achieve Key Performance Indicators and Service Level Agreement targets
• Achieve Key Performance Indicators and Service Level Agreement targets

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA Ideal Experience

• Min. Bachelor’s degree in facilities management, building, business or other related field &/or 3-5 years’ experience in facilities, property management, hospitality or related field
• Has experience working in environment
• Knowledge of local occupational health and safety requirements
• Knowledge of critical facilities
• Knowledge of vendor management for specialized services
• Has an understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)
• Proven capacity to understand and interpret commercial contracts
• Strong budget management and financial analysis skills

Critical Competencies for Success

• Client Focus & Relationship Management

– Demonstrates proactive & professional approach to customer service and stakeholder engagement

– Ability to interact with a wide range of client staff, including senior levels

– Ability to manage conflict and balance between client and firm requirements

– Has a customer service oriented attitude

• Team Leadership (where applicable)

– Ability to lead team effectively, train them well and promote open, constructive and collaborative relationships at all levels

• Project Management & Organizational Skills

– Excellent planning & organizational skills to prioritize work and meet tight deadlines

– Proven ability to manage multiple and complex operational matters on a daily basis

• Problem Solving & Strategic Thinking

– 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

Other Personal Characteristics

• Strong communicator – Good presentation skills and possesses strong verbal & written communication skills (English & local language), also an active listener
• Passion for quality – has an eye for detail to make sure the best delivery of services
• Self-motivated; confident & energetic
• Ability to effectively deal with stressful situations
• Flexible – able to adapt to rapidly changing situations
• Strongly goal-oriented – able to focus on meeting all performance targets
• Is a team player – able to cooperate and work well with others to meet targets
• Proven ability to initiate and follow through with improvement initiatives
• Exhibits honesty & trustworthiness
• Open to new ideas & willing to challenge status quo