Assistant Facilities Manager

Job description

Assistant Facilities Manager

Corporate Solutions (Integrated Facilities Management) – Region/Country

ROLE AND RESPONSIBILITIES

OVERALL ROLE

The Assistant Facilities Manager will assist the Facilities Manager in (leading a team or) vendor group to manage the tactical delivery for the assigned property/facility, and be the on-site key point of contact for the key stakeholders &/or client in the absence of the Facilities Manager. The responsibilities will include site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

MAJOR RESPONSIBILITIES

·  People Management (where applicable)
·  Manage and coach team
·  Develop and sustain a high-quality well motivated team
·  Ensure high staff morale, trust and work ethics
·  Actively support an environment that supports teamwork, co-operation and performance excellence within team
·  Assist in mentoring and enabling Training & Development of team members
·  Client/Stakeholder Management
·  Deliver excellent customer service to meet on-site client’s expectations
·  Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels
·  Monitor procedures to ensure client’s expectations are conveyed and worked upon
·  Procurement & Vendor Management
·  Manage multiple vendors including 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 Jones Lang LaSalle procurement best practices
·  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
·  Risk Management
·  Assist in the implementation and management of a property 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 Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines,  procedures and strategies
·  Achieve Key Performance Indicators and Service Level Agreement targets

CANDIDATE SPECIFICATION:  KEY SELECTION CRITERIA

Ideal Experience

·  Min. 2 years of experience in facilities, property management, hospitality or related field
·  Experience of working in environment
·  Knowledge of local health and occupational safety requirements
·  Knowledge of critical facilities
·  Knowledge of vendor management for specialized services
·  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
·  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
·  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

·  Demonstrated superior people management skills – ability to lead team effectively, train them well, and promote open, constructive and collaborative relationships at all levels
·  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

KEY STAKEHOLDERS

Client staff

Engineering Manager

Specialized vendor staff

INDIRECT SUPPORT

      

REPORTING TO

To be advised

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