Facilities Manager

About the Role

The Facilities Manager (FM) will be directly responsible for the provision of facilities services to occupiers in one or more managed properties to best practice standards defined by JLL and is expected to understand the business objectives of the investment.

Team Structure

Reporting to the Senior Facilities Managers (SFM), the FM may have line management responsibilities for Assistant Facilities Manager(s) (AFM) in the region and will work closely in a number of ‘virtual teams’ within PAM including; Client Relationship Directors (CRDs), Contract Directors (CDs), Management Services, Client Financial Services (CFS) and will take direction from Client Lead FM(s).

What Your Day to Day Would Look Like

Facilities (Property/Portfolio) Management

• Working closely and taking direction from relevant Client Lead FM(s), take ownership and be responsible for delivering operational facilities related client KPIs as identified in the PMA (Property Management Agreement) and/or any other client agreed initiatives.
• To assist in the delivery of customer experience and operational initiatives across your portfolio in close liaison with service partners.
• 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.
• Inform Surveyors of any occupier matters that may influence valuation/investment considerations including assistance in monitoring Tenant’s compliance with covenants.
• Report to Surveyors in accordance with an agreed procedure, ensuring the Client Lead FM is kept informed on matters relating to standards of facilities management.
• To work in accordance with established procedures in connection with JLL’s out of hours cover and emergencies.
• To deliver the financial management of the property through the preparation of service charge budgets, the monitoring of agreed budgets to pre-defined cash limits, quarterly variance reporting and service charge reconciliation to agreed accounting practices. Also, to administer non-recoverable budgets.
• To understand the principal terms of occupier leases as they affect the facilities management of the property and the Client’s obligations to provide services including clarity on the extent of the common areas.
• In conjunction with the Surveyors and Client Lead FM, ensure that the procurement of all supplies and services at the property is undertaken in accordance with JLL’s PAM procurement programme to ensure the highest standards for the best price. This will include the use of accredited contractors only, usually on the basis of framework agreements, and JLL’s purchase ordering systems.
• Monitor contractor performance against agreed standards and review service contracts as appropriate.
• Establish and maintain high quality health and safety arrangements, in accordance with best practice guidelines from central support under JLL’s risk management programme and the Client Lead FM.
• To ensure all risks identified in the independent Risk Assessment are properly addressed and to review risks as part of JLL’s audit process and Site Compliance inspections.
• To work with other aspects of JLL’s socially responsible management programme in relation to environmental and sustainability policies, including water hygiene and asbestos monitoring.
• To ensure reactive maintenance and day-to-day service requirements are undertaken in a timely and cost-effective manner.
• Be familiar with all heating, ventilating, mechanical and electrical equipment in each building and have a sound understanding of the purpose and general operation of such equipment. Ensure maintenance contracts are in place to cover O&M manual requirements.
• Assist and liaise with building surveyors, architects and consultants on major works.
• With the Surveyors, identify and arrange minor planned works.
• To maintain, test and implement disaster planning procedures to cover all emergencies and organise and co-ordinate fire evacuation and bomb drills.
• Prepare site regulations and issue permits to work for all contractor activities on site.
• To ensure that on-site management of the properties is undertaken in accordance with JLL policies, processes and procedures as defined on the PAM Process Hub site (Connect).
• Establish and maintain proper site records in accordance with best practice requirements.
• Responsible for routine correspondence using standard documents and templates as appropriate.
• Develop and maintain occupier handbooks in line with defined standards for each site.
• Monitor vacant/void property in conjunction with the client’s insurance policy.
• Establish a regular inspection programme for each site in accordance with insurance and regulatory requirements.
• Assist in the submission of insurance claims relating to incidents on site and manage the obtaining of quotes and/or works at site as instructed by insurers or loss adjusters.
• Ensure readiness for sale of relevant individual properties, dealing with due diligence enquiries on disposals and lettings from a facilities management perspective.