Assistant Facilities Manager - Singapore - JLL

JLL

Verified Company

Singapore

2 weeks ago

Posted by:

Wei Jie

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Description

JLL supports the Whole You, personally and professionally.

Assistant Facilities Manager
Work Dynamics - Integrated Facilities Management

Location:
Alexandra

OVERALL ROLE

The Assistant Facilities Manager (AFM) will lead delivery for the services for the assigned facilities and be the on-account key technical point of contact for the key stakeholders &/or client.

The responsibilities will include facilities management, technical support, mechanical & electrical equipment management, client relationship management, incident investigation and reporting, root cause analysis of faults, asset management, supporting the creations and management of site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material and equipment & supplies.

This role operates within core business hours and has a requirement to attend as needed after-hours support i

e:
after-hours maintenance supervision and rostered on call functions.

MAJOR RESPONSIBILITIES
Client/Stakeholder ManagementDeliver excellent customer service to meet on-site client's expectations
Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels
Monitor procedures to ensure client's expectations are conveyed and met

Driving Best PracticeSupport the FM to deliver and drive best practices across the account team ensuring consistency in each site within the portfolio
Ensure effective communication and information sharing across the team and ensure key learning/root cause findings are disseminated
Build internal relationships and work across all sites, understanding the equipment and requirements in order to support leave coverage as needed

Site Operations ManagementImplement Industry Best Practice operations
Assist and monitor to ensure all building procedures and performance measures are maintained at all times.
Assist the FM to ensure all equipment requirements are met, including inspections and supervision
Compile service dockets and other information in order to complete monthly/ quarterly reporting and submit to FM
Assist with management of the clients' change request process including preparation, review and submission of appropriate documentation to FM
Work within the tools and technology provided for data capture, information sharing and compliance/audit and associated functions
Seek ways to reduce costs and drive improvements in operational standards
Manage the as-built documentation including review, compilation and updating as required
24/7 emergency call support and site attendance are required.
Implement, manage all monthly PPM activity or reactive works conducted out of hours.
Work with team to support Stakeholder events, with room setups, Av systems, and any other required activity.
Asset Management and life cycle.
Floor plans and Occupancy monitoring

Procurement & Vendor ManagementManage multiple vendors including hard and soft skills to deliver services on time and within budget

Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as JLL procurement best practices as needed.

Contracts ManagementEnsure that all contracts are professionally delivered at the right cost and in line with the JLL Code of Ethics
Ensure value for money through provision of multiple quotes where required
Monitor expiry of contracts and initiate re-procurement if needed
Continually assess contracts to ensure best value delivered to the client

Finance ManagementEnsure that the sites financial operations are meeting targets and control requirements
Assist and monitor financial processes to ensure account payable procedures are always followed.

Health & Safety ManagementThis role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules.

Risk ManagementEnsure the JLL Operational Risk Management (ORM) program is implemented and maintained.
Follow established escalation procedures and incident reporting procedures
Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies

Achieve Key Performance Indicators and Service Level Agreement targets

Ideal Experience
Min. 3 years of experience in facilities, property management, hospitality or related field
Experience in managing mechanical/electrical equipment
Knowledge of local health and occupational safety requirements
Knowledge of vendor management for specialized services
An understanding of technical aspects of property
Proven capacity to understand and interpret commercial contracts.
Strong budget management and financial analysis skills

Critical Competencies for Success
Client Focus & Relationship ManagementEase of interaction with a wide range and wide level of client staff
Ability to manage conflict and balance betw