Assistant Facilities Manager

Reporting To: Facilities Manager

What this job involves:

The Assistant Facilities Manager (AFM) will assist the Facilities Manager(s) in one or more managed properties to deliver facilities management services to best practice standards defined by Jones Lang LaSalle. The AFM will ensure that the highest standards of management and maintenance of the properties and servicing to the occupiers are provided and will seek direction from the Facilities Manager(s) and in certain circumstances the Property Manager.

Team Structure

The AFM will report to and seek direction from the Facilities Manager, taking guidance as appropriate. The AFM will work in a number of “virtual teams” with the client focussed teams of Asset and Property Managers, Surveying Executives and Client Accountants.

What your day-to-day will look like:

Client Service

To understand the Client’s objective and instructions in relation to each Property. To assist the Facilities Manager in Client reporting on on-site facilities services.

Facilities Management

To assist in the smooth transition of properties into management and ensure readiness for sale dealing with due diligence enquiries on disposal and lettings from a facilities perspective. To ensure that on-site management of the properties is undertaken in accordance with JLL Facilities Management Best Practice Manual. Liaises with occupier representatives referring matters upwards only if they cannot be resolved at local level. To regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building(s), in support of the Facilities Manager(s) of any occupier matters that may influence property valuation/investment. May have some client contact. Will be in the call rota to attend the building(s) during emergencies, ensuring that adequate provision is made for emergency and out of hours cover using the JLL out of hours point of contact. Will be involved in, under the guidance of the Facilities Manager(s), the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practices. To assist the Facilities Manager(s) in the procurement of all supplies and services at the property in accordance with the Jones Lang LaSalle procurement program. This will include the use of accredited Contractors only, usually on the basis of framework agreements, and Jones Lang LaSalle’s purchase ordering systems. Monitor contractor performance against agreed standards. To assist the Facilities Manager in the building’s Social Responsible Management activities. To assist the Facilities Manager in the management of the buildings’ plant and equipment. Will be responsible for building management systems where appropriate. Will implement minor works, subject to a predetermined budget, and will control all routine expenditure – under the supervision of the Facilities Manager. Help prepare site regulations and issue permits to work for all contractor activities on site. To maintain, test and implement disaster planning procedures to cover all emergencies. To organise and co-ordinate fire evacuation and bomb drills. Establish and maintain proper site records in accordance with best practice rules. Assist in the development and maintenance of occupier handbooks. To assist in the monitoring of vacant/void property in conjunction with the clients’ insurance policy. Visit sites and properties in accordance with the site visit programme issued by the FM