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Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
We are looking for a Facilities Manager for our Integrated Facilities Management business line.
Location: Glasgow, Scotland
Role Purpose
The Facilities Manager (FM) is responsible for managing all aspects of facilities services. They will report to the Operations Manager and be responsible for the service delivery at the specified location(s), measured by contractual Key Performance Indicators and Service Level Agreements.
What this job involves
Budgeting / Reporting
* Seek cost savings opportunities and efficiencies in line with values and service levels.
* Monthly review of accrual and variance reports as required by the Finance Team.
* Submit and track insurance, vendor, and landlord reimbursements.
* Supplier invoice approval.
* Generate access agreement requests from landlords.
* Timely management of invoice exceptions (errors).
* Obtain financial approval of work orders based on the account approval requirements.
* Align and consolidate reporting and review meetings with other regions.
* Ensure that a programme of regular management reports are completed accurately and comprehensively to track operational and financial performance.
Compliance & Work Order Management
* Oversee client’s locations with a proactive approach to work order management.
* Develop an asset management programme in line with warranty expirations.
* Develop, maintain and ensure safe execution of all planned maintenance activities to best practice or local legislative standards.
* Work order management and small project management for assigned portfolio including a daily review of work orders.
* Timely updating of work order system with accurate notes and statuses through completion of the tickets.
* Adhere to SLA extension requests to align with KPI expectations and MSA.
* Adherence to comply with all contractual KPIs.
* Contribution to innovation programs, including development of at least 2 best practices a year.
Client Engagement & Vendor Management
* Establish effective lines of communication with client staff across all managed sites.
* Establish close working relationships with service partners, review performance and ensure that the needs of the client are being met.
* Create a vendor database showing responsibility for all assets together with warranty and guarantee information.
* Proactively manage all FM vendors and suppliers to a high service delivery and safety level.
* Management of open tickets which have not been billed by the supplier.
* Maintain a Single Point of Contact (SPOC) relationship with required vendor.
* Manage the supplier review process.
* Work with procurement to procure appropriate vendors as necessary.
* Identify supply chain savings and efficiencies.
Projects
* Oversee events and executive visits at assigned properties.
* Coordination of team holiday plans/schedules (where applicable).
* Develop capital and retrofit recommendations for individual portfolio.
* Contribution to development and management of on-account processes.
* Manage any assigned pilot programs, reviewing bid renewals, and managing specific programs.
Other Tasks
* Establish contact and call-out details for fast rectification of any latent defects.
* Be the central single point of contact for all client stakeholders.
* Liaise with Landlord and Landlord’s agents to ensure Lease obligations are met.
* Inspect facilities and equipment to determine extent of service and equipment required.
* Stock Management at the facilities.
* Transactions – review processes, initiate contact with brokers and coordinate with local client leaders and real estate transaction specialists.
* Consistent to client brand values and focus.
* Escalate client dissatisfaction or performance.
* Report and manage deliverables timely and accurately.
* Collaborative and positive relationships with clients and peers.
Sound like you? To apply you need to be able to demonstrate the following skills and experience:
* Excellent people skills and ability to interact with a wide range of client staff and demands.
* Knowledge of Occupational Safety requirements.
* Strong PC literacy and proven ability to manage daily activities using various systems.
* Demonstrated experience with continuous improvement initiatives (highly desirable).
* Knowledge of vendor management for specialized services.
* Knowledge of critical facilities and understanding of basic technical aspects of property.
* Knowledge and experience in Facilities Management.
* Proven capacity to understand and interpret commercial contracts.
* Budget management and financial analysis skills.
* Strong communicator – Good presentation skills and possesses strong verbal & written communication skills.
* Self-motivated; confident & energetic - excellent time keeper.
* Ability to effectively deal with stressful situations and remain calm under pressure.
* 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.
* Tertiary qualification in facilities management, building, business or other related field &/or 3-5 years’ experience in facilities, property management, hospitality or related field.
* Experience working across multiple client sectors.
Apply today at jll.com/careers.
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