Facilties Manager

Role Overview

Facilities Manager at JLL, reporting to the Senior Facilities Manager. Based on-site in Dubai, United Arab Emirates.

Company Overview

JLL is a leading global provider of real estate and investment management services. The company combines world-class services, advisory and technology for clients and is committed to hiring talented people and empowering them to build meaningful careers.

Role Purpose

The Facilities Manager is responsible for managing all aspects of facilities service delivery at assigned client locations, measured against contractual Key Performance Indicators and Service Level Agreements. The role provides operational leadership to ensure account objectives are met across the region, with functional accountability for multiple client sites and all aspects of client and tenant satisfaction.

Key Responsibilities

Strategy & Planning

• Develop, gain consensus for, and implement the Best Practice Building Operation Plan for assigned portfolio.
• Work with the Financial Manager to prepare annual budgets and collaborate with suppliers to deliver annual budget with best practice facilities management operational support.
• Assist with development and maintenance of Scope of Services, Service Level Agreements and Key Performance Indicators formally agreed with Commercial Real Estate and local business units.
• Assist the client with development of property budgets and forecasts in accordance with financial timetable.
• Keep up to date on latest facilities management best practice and make recommendations to management team and client where appropriate.
• Assist with annual Facilities Survey through Regional Director and client leadership to improve performance management and development of facilities management service strategy.

Operations & Service Delivery

• Work directly with local client to ensure thorough understanding of objectives and implementation of acceptable property-specific operating strategies.
• Oversee implementation of all approved initiatives and programs by managing and coordinating efforts of facilities management team, service providers, contractors and building employees.
• Ensure all defined services are completed in accordance with all operating procedures, statutory requirements and Health and Safety guidelines.
• Inspect facilities and equipment to determine extent of service and equipment required.
• Arrange for maintenance, upkeep or reconditioning of facilities as specified in operating procedures, management plan and management services agreement.
• Contract for services as described within operating budget, management plan and management services agreement.
• Act as primary contact for assigned site's contractors and vendors.
• Develop close working relationship with all vendors under management to ensure they understand client culture and feel part of the service delivery team.
• Make tours of all assigned office buildings and grounds at appropriate frequency, including weekly and monthly inspections.
• Be available outside normal operating hours to resolve emergencies professionally and as quickly as possible.
• Ensure all staff directly or indirectly employed on contract perform duties in way that causes minimum disruption to client staff and customers.
• Coordinate response to complicated client service requests and assure follow-up.
• Comply with service provision as detailed in contract.
• Proactively involve in ensuring services are reviewed and refinements made to enhance facilities management services across assigned portfolio.

Financial Management

• Collection of fees from client and tracking of outstanding payments.
• Approve purchases of supplies and equipment for use at managed office buildings.
• Ensure accurate and comprehensive regular management reports to track operational and financial performance, including Savings Tracker, monthly Outlook Variance reporting and monthly outlook forecast reporting.
• Work with Procurement Specialist to competitively bid and prepare all service contracts assuring high quality and cost-effective services.
• Assemble and analyse contract bids, submit recommendations and prepare standard form contract agreement for Account Director for execution.
• Meet monthly with specific Service Providers to review performance metrics, budget alignment and pan-account issues for feedback to Senior Facilities Manager.
• Ensure all staff and contractors are aware of and comply with responsibilities under contract with particular emphasis on critical financial and operational targets.

Stakeholder Management & Communication

• Represent Jones Lang LaSalle in local and regional business and real estate community to promote company's reputation and capabilities to prospective tenants and clients.
• Maintain role as primary contact for service requests generated by client's staff.
• Proactively meet with client's local management on scheduled basis.
• Communicate regularly with client's management and staff providing necessary support and information on status of all areas under management.
• Implement comprehensive management reporting and meeting framework with operational managers, suppliers, client local business units, client Commercial Real Estate and internal JLL that tracks and manages operational and financial performance targets and objectives.
• Liaise with client business units, clients and any appropriate specialist resources regarding project work or special circumstances including receptions, press announcements and security issues.

Performance Management & Audits

• Visit sites on regular, planned and ad hoc basis to carry out formal financial and operational audits ensuring client objectives are being met and to appraise performance of team.
• Introduce initiatives and encourage continuous improvement philosophy across sites acting as member of senior management team.
• Pursue continuous improvement.
• Ensure high customer satisfaction rating as measured in regular surveys.
• Participate in group-wide bid processes as appropriate.
• Assist with delivery of Annual Occupancy Survey according to client schedule.

Compliance & Health and Safety

• Ensure compliance with Best Practice documents with assistance of Senior Facilities Manager.
• Assure compliance with Jones Lang LaSalle policies, procedures and standard practices.
• Accountable to Regional Director for ensuring all staff and contractors operate in compliance with JLL Environmental, Health and Safety policies and procedures and with local, national or European Environmental Health and Safety legal requirements.
• Ensure training of staff to fulfil legal requirements, especially in area of fire protection, technical safety and personal safety.
• Comply with Health and Safety responsibilities.
• Directly supervise employees reporting to assigned buildings and carry out supervisory responsibilities in accordance with policies detailed within Jones Lang LaSalle Personnel Handbook and applicable laws.
• Know, understand and set example relative to policies within Jones Lang LaSalle Personnel Handbook.
• Recommend, justify, develop and coordinate with client team projects that enhance value of office buildings.

Business Continuity & Environmental

• Assist with JLL and client Business Continuity and contingency plans including out-of-hours emergency response call-out and escalation procedures for sites to ensure JLL can continue to deliver all services and adequately support client in event of occurrence.
• Provide support to client in environmental audits, together with Senior Facilities Manager where appropriate, for their ISO 14001 accreditation.

Project Management

• Provide Capital Project Management where required.

Qualifications & Experience

• At least 5 years experience working as a Facilities Manager.

Skills & Competencies

• Fluent in English; knowledge of assigned post local language would be an advantage.
• Excellent organisational skills.
• Strong interpersonal skills with training experience to guide multifunctional teams.
• Excellent PC skills, proficient in Microsoft Word and Excel.
• Interest in continuous improvement and development of new technologies.

Additional Information

• Compliance with Best Practice documentation required.