We are looking for a Facilities Manager for our Integrated Facility Management business line on our Amazon account dedicated team.

Role Purpose

The Facilities Manager (FM) is responsible for managing all aspects of facilities service as detailed in the scope of works section of the contract and will report to the Senior Facilities Manager or Regional FM. In this capacity, the role holder will be the person responsible for service delivery at specified locations, measured by contractual KPIs or SLAs. The role has functional accountability for an assigned sector of Client Sites, with responsibility for all aspects of client and tenant satisfaction.

The FM works directly with the local client to ensure thorough understanding of their objectives and the implementation of acceptable property-specific operating strategies that achieve required standards. Once developed, the FM oversees the implementation of all approved initiatives and programs by managing and coordinating the efforts of the FM team (including direct reports, service providers, contractors, and building employees) to achieve goals. The FM represents Jones Lang LaSalle in the local and regional business and real estate community to promote Jones Lang LaSalle's reputation and capabilities to prospective tenants and clients.

What this job involves

• Communication with Site Leadership team (Country Manager, HR, Finance Legal, IT etc.)

• Preparation and distribution of Quarterly/Annual Business Review (QBR/ABR) information to client's satisfaction

• Procurement of goods and services for client's buildings utilizing Jones Lang LaSalle sourcing teams

• Hold regular meetings with Landlord, ensuring that terms of lease are being provided to client (e.g. external maintenance, central plant management)

• Space evaluation and planning, updating of floor plans using client's architect partners

• Responsibility for meeting KPIs and SLAs defined within the contract

• Project Management during built-out phases, liaising with architects/landlords, organizing work schedules

• Coach and guide all project teams (sub-contractors, maintenance engineers and commissioning engineers) throughout full project lifecycles

• Site Inspections (with other members of Facility Team): daily cleaning, heating, ventilation, air conditioning, landscaping (when present)

• Ensure that contracted resources deliver work to meet duration and quality targets, addressing and ensuring the correction of under-performance issues

• Establish and operate the information systems necessary for effective scheduling and recording of contract work

• Processing and controlling of invoices and work orders, opening and monitoring budgets in the financial system (Oracle), preparing and updating forecasts

• Oversee and follow up on all technical maintenance for installations (AC/heating/fire extinguishing system, electrical installations etc.)

• Negotiate, renegotiate and maintain contracts with vendors in alignment with the procurement team

• Planning and budgeting of internal fit out works and technical installations

• Purchasing of furniture, organization of internal departmental office/space moves

• Manage a team of receptionists and an Office Services Coordinator/Building Operations Coordinator, including allocating resource, delegating workload, ensuring adherence to best practices (roles not present on every site)

• General administration of department (holidays, training, performance reviews etc.)

• Guarantee safety standards in compliance with EHS policies and strategies by monitoring the following activities:

  • Management of assets, systems and procedures according to local legislation (TU 81/08) in collaboration with the FMs, RSPP JLL and the reference account for all sites in the assigned country

  • Preparation and updating in agreement with the EHS manager of the safety documentation for the services provided both ordinary and extra works (DUVRI) and evacuation plan

  • Coordinate the recruitment campaign and training for the first aid and firefighting teams

  • Coordinate site evacuation drills

• Point of Contact for security/alarm responding

• Deputise/provide cover for Office Services Coordinator/Building Operations Coordinator when appropriate

• All additional duties commensurate to the level of the role

Sounds like you? To apply you need to have:

• Ideally 6+ years of experience in Facilities Management role within a large commercial organization

• Experience of owning facilities contracts and supplier/contractor management

• Experience with EU Facility legislation and governing bodies

• Quality Assurance knowledge and experience desirable

• Fluency in local language and English essential

• Customer focused

• Assertive

• Possess cultural awareness and sensitivity

• Decision making/complex problem solving:

  • Proactively gathers information from appropriate sources

  • Probes/considers all of the facts

  • Considers other perspectives

  • Refers to long term plans and goals, draws sound inferences

  • Prioritizes key factors

  • Acts decisively, promptly and confidently

  • Able to operate with limited guidance

• Excellent verbal and written communication

• Strong communication skills, leadership, teamwork, analysis, judgment and customer focus

• Planning and organizing:

  • Able to evaluate priorities and re-juggle as appropriate

  • Able to resolve conflict and communicate intentions clearly

  • Deliver on time and with high quality results

  • A self-starter who possesses intellectual curiosity

  • A proven team player at ease with sleeves rolled up approach

• Spreadsheets and word processing

• High level of IT literacy