JLL supports the Whole 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 to 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.
Title: Facilities Manager
Business unit: Engineering and Operations Management (EOS)
Reporting to: Senior Engineering Manager
Key stakeholders: Property Manager
Role Function
The role of the Facilities Manager is to act as the Manager’s representative on site. It involves being responsible and accountable for the management of key WA assets, and associated plant and equipment, with maintenance and deliveries being performed with minimal disruptions to the tenants. You will also be assisting in the achievement of desired fund portfolio outcomes and results
The priority always should be:
The health, safety and security of all visitors and occupants.
Ensure maintenance contractors perform their planned and reactive maintenance with due care and effectiveness
The presentation of the property, and
The implementation of Tenant Retention strategies.
Special Tasks: General
Review and manage properties data (Energy, Water, and Waste) regularly. Setting up of Standard Documentation procedures
Procuring and tendering contractors for PPM contracts and various projects
Manage tenant liaison and satisfaction emphasis on Tenant Retention.
Ensure logbooks are kept up to date and all procedures are implemented. Ensure knowledge at operational level of all systems.
Place particular emphasis on safety and emergency systems.
Maintain Contractor Induction Manual / Risk and Compliance Manual. Deliver an exceptional quality of service to the client, as reflected by client feedback.
Ensure that there are no major risks associated with public liability, fire and lift safety, essential services, non-essential services, the staff and office and contractors. This includes addressing all issues within the appropriate timeframes and ensuring a risk management plan is in place for the asset, particularly covering contractors and the management company team.
Ensure that all company and building systems are operating and maintained appropriately.
Ensure all staff and contractors receive up to date training and site inductions.
Actively participate in OPS Aides and ensure actions are completed on time
Ensure that all elements of the Managing Agent Agreement with the client are understood and complied with by the team and that fees are claimed in a timely manner.
Attend REMA courses and personal development offerings of JLL
Key Responsibilities
Maintain the interface between the tenants, the property manager, and the Head of EOS.
Advise Property Manager/ Head of EOS of incidents and events that occur throughout the building or that may impact on the tenants.
Overview the provision of security services.
Maintain building documentation & ensure registers are up to date.
Obtain quotations for minor repairs/rectification to plant and equipment.
Review the operational procedures to ensure their adequacy to responding to emergency issues that arise from time to time.
Inspect exterior entrances, ground floor foyer and carpark entrances for cleanliness, lighting defects and any other obvious disorders and hazards. Arrange repairs as required.
Check operation of building services especially lifts, air conditioning, access control systems, automatic doors for correct operation.
Inspect common areas identifying any defects to finishes i.e.. ceiling tiles, carpet,ligt etc and arrange rectification as required
Ensure passageways and fire stairs are always kept clean and clear.
Spot check the general cleaning by the cleaning contractor and inform the cleaning supervisor of any shortcomings.
Spot check toilet, checking for general cleanliness and adequacy of toiletry supplies.
Programming of all system, i.e., adjusting time clocks for public holidays, access card charges, programming of afterhours air conditioning etc.
Verify contractors, issue permits if applicable and then induct all on the building rules.
Ensure that all keys have been returned by contractors/visitors etc.
Do not permit goods to be transported in lifts during peak passenger periods
Being available to respond and attend to any after hour’s problems that may occur on the building 24 hours/7 days.
Performance Indicators
Deliver an exceptional “Managing Agent” service to the client, as reflected by client feedback.
Maintain the highest standard of presentation throughout all areas of the property.
Always maintain as a priority, the health, safety and security of all
inhabitants and visitors and assist all visitors arriving at the building by ensuring that they are familiar with the location of building hazards and established control measures.
Make appropriate and acceptable recommendations in relation to operational strategy, capital works etc.
Receive high level of satisfaction from both tenants and clients in relation to building performance and execution of duties.
Skills
People driven and to be seen to be “kicking goals” for the clients.
Follow asset management policies and procedures.
Outstanding interpersonal and communication skills.
A reasonable level of computer literacy, with the ability to expand these skills as necessary.
Health and Safety
Ensure the full implementation of all relevant national, state/provincial, and local legislative requirements.Be responsible for the local JLL PAM site safety monitoring program by undertaking inspections and audits.
Support the Client account inspection and audit programs as required.
Participate in account, site and Client account committees / meetings where requested.
Complete incident reports, investigate accidents, and make recommendations to prevent reoccurrence where appropriate.
Ensure statutory inspection and testing is completed for the site(s).
Ensure compliance with applicable local client account policies and practices.
Oversee compliance with all clients set account metrics and KPI's.
Collate and report account monitoring data to the relevant parties.
Attend or lead account and/or site account Meetings.
Know, or become familiar with, account best practices that apply to their field of work.
Ensure the active implementation of all relevant Standards, Policies, Procedures and Guidelines.
Ensure account risks associated with any work activity are assessed at the planning and implementation stages and appropriate action taken.
Communicate with other local parties, as necessary, to ensure the effective management of account risks.
Provide personal leadership in implementing the PAM IMS.
Communicate with staff and contractors on matters of HSEQ.
Ensure that all JLL PAM staff and contractors are competent to undertake activities at site.
Ensure that all accidents are documented, reported, investigated and appropriate follow-up action identified and taken.
Identify and recommend improvements in account Standards and Guidelines. Assist in their preparation where necessary / appropriate.
Ensure the provision of suitable and sufficient arrangements for JLL PAM employee and contractors’ welfare.
Take reasonable care of themselves and of anyone else who may be affected by their work activities or omissions.
Comply with the JLL Standards and Guidelines (e.g. One Team S.A.F.E.R. Together), as well industry best practice (where reasonably practicable)
Cooperate with their manager in account matters, including the assessment of risks and any control measures identified.
Not take risks or endanger themselves and others.
Not interfere with or misuse anything provided in the interests of HSSE, security, fire, or first aid.
Report accidents, incidents, near misses, faults and deficiencies to their manager.
Seek advice if in doubt about the adequacy of any account arrangements.
Complete account training as directed.
Knowledge/ Experience
Some experience in the management of the broad spectrum of building services with emphasis on managing a portfolio of multi-story commercial assets and their systems including fire systems, electrical and building intelligence.
Excellent written and oral communication skills.
Attributes/ Behaviours
Pro-active and achievement orientated
Flexible
Team Player
Practical approach with a “can do” attitude.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
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 over 102,000 individuals 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 important 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.
