What are the responsibilities and job description for the Facilities Manager position at JLL?
About JLL:
We're JLL-a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of more than 102,000 persons around the world who help real estate owners, occupiers, and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces, and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics, and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued, and empowered to achieve our full potential is essential to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences, and perspectives help us think bigger, spark innovation and succeed together.
JLL supports the Whole of You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world-class services, advisory, and technology with our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
You will form part of the broader FM team in the Americas region and help implement building procedures and performance measures and ensure that they are maintained at all times. The position requires proactive management and engagement with senior staff and stakeholders to ensure facilities and property management services do not impact client operations, events, or safety, and achieve Key Performance Indicators and Service Level Agreement targets.
As the FM you will have responsibility for the delivery of facility services, project management, budget, contractors, and staff management as required in the Master Services Agreement (MSA) between DFAT and JLL. Currently, the North American portfolio includes high-profile owned estate in New York, Ottawa, Honolulu, Mexico, and Washington DC including a new Chancery Building for the Australian Embassy in Washington DC that will be commissioned in 2023. The leased sites in Chicago, New York, Los Angeles, Honolulu, and Port of Spain require oversite and remote support by the FM team. Occasional travel may be required within the Americas region.
RESPONSIBILITIES:
Client/Stakeholder Management across multiple properties
This includes senior Department staff, contractors, and external providers.
Confers/communicates with work order requesters.
Coordinates with client representatives to understand their needs and to ensure the work schedule takes account of the downtime windows negotiated with clients, where necessary.
Deliver excellent customer service to either meet or exceed clients' expectations.
Build and develop effective relationships with key stakeholders and demonstrate comfort working across all levels.
Property and Facilities Management
Oversee a team of staff and contractors to deliver a full range of facilities services at the North Americas sites.
Oversight of vendors and monitoring the performance of their assigned work activities. Ensure that work is performed efficiently with a minimum amount of disruption and inconvenience. Track completion rate and outstanding Work Orders.
Prioritize all PMs, and corrective and emergent work orders for the site (annual, monthly, weekly, and daily). Schedule and assign work to individuals with the assistance of the work order clerk.
Interface with projects and is responsible to ensure the right resources from the Operations Team are involved and that involvement is streamlined. Directs the performance of contracted maintenance work as needed. Specific tasks include but are not limited to ensuring the timely performance of maintenance contract work, overseeing the fulfillment of equipment warrantee obligations by the installer, and securing equipment manuals and drawings from the installers/contractors.
Provide overall facility services (technical) in accordance with accounts' standard processes and procedures including application of policies and programs and coordination of information.
Assume the SFM's responsibilities if the SFM is on leave/not on site.
Project Management
Assist with managing the delivery of minor capital works
Correct and efficient use of Clarizen for Projects.
Work with Senior Facilities Manager and Sourcing Manager to procure scheduled and operational maintenance and project services utilizing the required UniForm system.
Financial Management
Develop and manage OPEX and CAPEX budgets for North American sites and help manage site budgets as defined in KPIs; and, provide written variance analysis and forecast to client as required.
Assure all Good Receipting is performed in a timely manner.
Work with strategic sourcing professionals to identify cost savings opportunities and support their contracting efforts.
Work with finance and accounting professionals to produce on-time and accurate reports, including cost savings initiatives, variance analyses, etc.
Team with Senior Facilities Manager to develop property-specific multi-year capital improvement project plans; and, manage the process to complete in-scope projects.
Ensure compliance with Jones Lang LaSalle minimum audit standards.
Seeks quotations, recommends, and estimates facilities repairs and improvements for inclusion in the annual budget.
Ensure prompt and accurate management of purchase orders and work orders.
Reviews and submit all purchase requisitions completed for the facilities.
Assures all Goods Receipting is performed in a timely manner.
Working closely with the facilities and project team and key stakeholders, help manage site budgets.
Ensure all financial management requirements are completed in a timely and accurate manner.
Performs additional duties as requested.
Health & Safety Management
Ensure HSEQ processes and procedures are managed in accordance with JLL, client, and legislative requirements, and ensure WHS documentation is provided from vendors for all PPM and Minor Capital Projects prior to works commencing on site.
Ensure processes and procedures are managed in accordance with JLL, client, and legislative requirements.
Ensure everyone stays safe, has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies, and rules.
Ensure escalation procedures and incident reporting procedures are implemented, maintained, and followed.
Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures, and strategies.
Ensure implementation and management of property risk and management program, including risk registers.
Ensure implementation and monitoring of disaster recovery and business continuity plans and procedures.
Review and approve safe work method statements provided by contractors prior to works commencing on site.
General
Provide overall facility services in accordance with accounts' standard processes and procedures including application of policies and programs and coordination of information.
Conduct site inspections and assessments to monitor and ensure all building proce
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
We're JLL-a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of more than 102,000 persons around the world who help real estate owners, occupiers, and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces, and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics, and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued, and empowered to achieve our full potential is essential to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences, and perspectives help us think bigger, spark innovation and succeed together.
JLL supports the Whole of You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world-class services, advisory, and technology with our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
You will form part of the broader FM team in the Americas region and help implement building procedures and performance measures and ensure that they are maintained at all times. The position requires proactive management and engagement with senior staff and stakeholders to ensure facilities and property management services do not impact client operations, events, or safety, and achieve Key Performance Indicators and Service Level Agreement targets.
As the FM you will have responsibility for the delivery of facility services, project management, budget, contractors, and staff management as required in the Master Services Agreement (MSA) between DFAT and JLL. Currently, the North American portfolio includes high-profile owned estate in New York, Ottawa, Honolulu, Mexico, and Washington DC including a new Chancery Building for the Australian Embassy in Washington DC that will be commissioned in 2023. The leased sites in Chicago, New York, Los Angeles, Honolulu, and Port of Spain require oversite and remote support by the FM team. Occasional travel may be required within the Americas region.
RESPONSIBILITIES:
Client/Stakeholder Management across multiple properties
This includes senior Department staff, contractors, and external providers.
Confers/communicates with work order requesters.
Coordinates with client representatives to understand their needs and to ensure the work schedule takes account of the downtime windows negotiated with clients, where necessary.
Deliver excellent customer service to either meet or exceed clients' expectations.
Build and develop effective relationships with key stakeholders and demonstrate comfort working across all levels.
Property and Facilities Management
Oversee a team of staff and contractors to deliver a full range of facilities services at the North Americas sites.
Oversight of vendors and monitoring the performance of their assigned work activities. Ensure that work is performed efficiently with a minimum amount of disruption and inconvenience. Track completion rate and outstanding Work Orders.
Prioritize all PMs, and corrective and emergent work orders for the site (annual, monthly, weekly, and daily). Schedule and assign work to individuals with the assistance of the work order clerk.
Interface with projects and is responsible to ensure the right resources from the Operations Team are involved and that involvement is streamlined. Directs the performance of contracted maintenance work as needed. Specific tasks include but are not limited to ensuring the timely performance of maintenance contract work, overseeing the fulfillment of equipment warrantee obligations by the installer, and securing equipment manuals and drawings from the installers/contractors.
Provide overall facility services (technical) in accordance with accounts' standard processes and procedures including application of policies and programs and coordination of information.
Assume the SFM's responsibilities if the SFM is on leave/not on site.
Project Management
Assist with managing the delivery of minor capital works
Correct and efficient use of Clarizen for Projects.
Work with Senior Facilities Manager and Sourcing Manager to procure scheduled and operational maintenance and project services utilizing the required UniForm system.
Financial Management
Develop and manage OPEX and CAPEX budgets for North American sites and help manage site budgets as defined in KPIs; and, provide written variance analysis and forecast to client as required.
Assure all Good Receipting is performed in a timely manner.
Work with strategic sourcing professionals to identify cost savings opportunities and support their contracting efforts.
Work with finance and accounting professionals to produce on-time and accurate reports, including cost savings initiatives, variance analyses, etc.
Team with Senior Facilities Manager to develop property-specific multi-year capital improvement project plans; and, manage the process to complete in-scope projects.
Ensure compliance with Jones Lang LaSalle minimum audit standards.
Seeks quotations, recommends, and estimates facilities repairs and improvements for inclusion in the annual budget.
Ensure prompt and accurate management of purchase orders and work orders.
Reviews and submit all purchase requisitions completed for the facilities.
Assures all Goods Receipting is performed in a timely manner.
Working closely with the facilities and project team and key stakeholders, help manage site budgets.
Ensure all financial management requirements are completed in a timely and accurate manner.
Performs additional duties as requested.
Health & Safety Management
Ensure HSEQ processes and procedures are managed in accordance with JLL, client, and legislative requirements, and ensure WHS documentation is provided from vendors for all PPM and Minor Capital Projects prior to works commencing on site.
Ensure processes and procedures are managed in accordance with JLL, client, and legislative requirements.
Ensure everyone stays safe, has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies, and rules.
Ensure escalation procedures and incident reporting procedures are implemented, maintained, and followed.
Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures, and strategies.
Ensure implementation and management of property risk and management program, including risk registers.
Ensure implementation and monitoring of disaster recovery and business continuity plans and procedures.
Review and approve safe work method statements provided by contractors prior to works commencing on site.
General
Provide overall facility services in accordance with accounts' standard processes and procedures including application of policies and programs and coordination of information.
Conduct site inspections and assessments to monitor and ensure all building proce
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
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