Assistant Facilities Manager

We are looking for a highly skilled and motivated Assistant Facilities Manager to join our team. You will be responsible for managing a As a Site Supervisor at JLL, you will be responsible for overseeing the maintenance operations of our principal multi-functional properties.

Based - Derby (Multi Sites)

Job Description

Service excellence:
• Accountable for measuring, meeting and reporting Key Performance Indicators (KPIs) with client input
• Responsible for using KPI output / service reviews to improve service delivery
• Responsible for implementing and maintaining the Standard Operating Procedure (SOP), seeking constant improvement.

Engagement, culture & communication:
• Accountable for creating reports and MI (Management Information) for contract.
• Accountable for the quality of communication and quality of reports being submitted to client, team and business.
• Responsible for driving company culture within their team.
• Responsible for engaging with the wider business - e.g. attends managers forum meetings.
• Responsible for ensuring Engagement Ambassador assigned to the contract.
• Responsible for proactively looking for networking opportunities and gets involved where possible.
• Responsible for ensuring the client is fully informed of all relevant information.

Client relationships:
• Accountable for presenting contract updates to the client on a regular basis.
• Responsible for aligning team to both Signature and Client values.
• Responsible for acting on client requests and tracking through to closure.

Finance & Commercial Awareness:
• Accountable for providing all back up documentation to ensure accurate monthly invoicing can occur.
• Responsible for delivering contract to budget.
• Responsible for identifying opportunities to increase profit within the contract.
• Responsible for approving final payroll reports.
• Consults with line manager regarding the financial performance of the contract.
• Informed knowledge of key contractual terms including financial penalties for non-conformance.
• Informed knowledge of fixed, cost plus and other contract types.

People & productivity:
• Accountable for teams' performance as a whole.
• Accountable for developing and implementing an effective development matrix.
• Responsible for ensuring team follows all HR processes.
• Responsible for analysing MI to improve team performance.
• Responsible for self-motivation without being prompted by line manager.

Business development:
• Responsible for understanding the full tender process.

• Responsible for assisting with operational responses to tenders.

• Responsible for developing the business organically.

QHSE and wellbeing:
• Accountable for all safety related documentation within the contract.
• Accountable for the development and delivery of a QHSE related training schedule.
• Responsible for reviewing near miss, dangerous occurrence and incident events (RCA) to implement actions to prevent reoccurrence.
• Responsible for reviewing and making recommendations on all site QHSE practises.
• Responsible for implementing and enforcing QHSE procedures.
• Responsible for addressing any inappropriate behaviour.

Strategy: innovation, change & project management:
• Responsible for ensuring team members have objectives in place that are linked to the strategy.
• Responsible for identifying innovation opportunities within their sites.
• Responsible for managing site projects including implementing of key milestones.
• Responsible for assisting line manager in any wider business projects.
• Responsible for developing a culture of continuous improvement and innovation that delivers ideas and improvements.
• Responsible for analysis and proactive use of Management Information (MI).
• Informed knowledge of the strategy and the role they play in leading and implementing it.

Main Duties

• Driving 5-star customer service excellence from 12 direct reports through training and day-to-day line management across 5 diverse, corporate sites.
• Provide support and day-to-day management of the team i.e. annual leave requests, absence reporting, weekly key updates, 1-2-1s etc.
• Process team payroll.
• To support the Service Level Agreement by ensuring that all site activities are carried out effectively.
• Build and maintain relationships with local site clients and act as escalation point for any Front of House issues.
• To ensure customer requests are dealt with efficiently and effectively.
• Assist in the operational management of corporate sites and liaising with multiple service lines (cleaning, maintenance, catering) to ensure delivery of quality of service.
• Assist JLL Facilities and other service line managers with contractor activities and projects.
• Responsible for building communications for corporate site of 600 employees including involvement in Wellbeing activities.
• Carry out Site Inductions for new starters of Rolls-Royce and contractors.
• Leading quarterly HSE meetings and other initiatives with client for site.
• Managing and assisting in large-scale projects within sites including contractor works, limiting impact to client and office areas.
• Working to contractual KPIs and SLAs.
• Ensure all receptions and meeting spaces are set to a defined standard with monthly auditing.
• Develop and work to a standard set of operating procedures and processes.
• Produce monthly statistics of utilisations.
• Lead and support Emergency Evacuation procedures.
• Raise work and escalate requests through the Maximo system

Qualifications

• An understanding of Audio Visual and IT systems and the ability to explain this accurately to customers.
• Computer literate (Word, Excel, Outlook E-mail).
• A clear understanding of Health & Safety practices including Risk Assessment.
• Customer orientated approach.
• Enthusiastic and conscientious.
• Clear, strong and confident communication skills.
• Team player with an enthusiastic attitude.
• To work efficiently and effectively in a team as well as individually.
• Able to work off their own initiative and with minimal direction.
• Excellent written and oral communication.

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Last updated on Sep 30, 2024