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Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Assistant Facilities Manager (AFM) – Onsite FTE role

Location: PARIS + Remote Management of Others

Role Purpose

The AFM reports to the EMEA Senior Facilities Manager (SFM) and also supports the Global Customer Experience (CEX) Director in leading a team or vendor group in managing the tactical delivery of Facilities Service for the assigned property portfolio and is the primary point of contact for the key stakeholders and / or client.

The role will involve being a member of the JLL Management Team with total responsibility for the Customer and Facilities Experience within Amsterdam, Copenhagen Offices, and potentially others. The AFM should also support the preparation and management of site budgets, maintenance and operations, contract services, purchasing supplies, occupancy services, helpdesk and security policy compliance.

The AFM needs to demonstrate and instil a culture that promotes JLL’s core values of Teamwork, Excellence and Ethics.

Responsibilities

People Management

Manage and coach the team while encouraging an environment that supports teamwork, co-operation and performance excellence.

Develop and sustain a consistently high-quality and well-motivated team.

Ensure high staff morale, trust and work ethics.

Assist in mentoring and enabling Training & Development of team members.

Encourage collaboration and development of best practice

Ensure your team is fully informed about operational updates, processes and account wide objectives so that they feel informed, involved and supported.

Lead by example and be confident in influencing decisions and senior stakeholder teams

Customer Experience

Promote and support a first class and professional customer experience across all services lines. Ensuring that customers are given a prompt and efficient service and expectations are consistently exceeded.

Ensure procedural standards manual (SOPs) are kept up to date and the team adhere to them.

Address and resolve all internal / external client issues.

Assisting where required in covering team members in the delivery of first line facilities support and front of house services, have full knowledge of all functions.

Client/Stakeholder Management

Deliver excellent customer service to meet or exceed 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 worked upon.

Procurement & Vendor Management

Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)

Ensure vendor KPI’s and SLA’s are consistently achieved through periodic reporting and management meetings.

Support vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices.

Contracts Management

Ensure that all contracts are professionally delivered at the right cost and in line with the Jones Lang LaSalle Code of Ethics.

Support in monitoring expiry of contracts.

Continually assess contracts to ensure best value delivered to the client.

Finance Management / Cost Control / Profitability

Assist in ensuring that the site’s financial operations are meeting targets and control requirements.

Manage the finance process from conception, approval, delivery, sign off and verification to ensure they are completed within a timely manner and to an acceptable standard.

Assist and monitor financial processes to ensure account payable procedures are always followed.

Submit Order Requests as necessary through Coupa.

Health & Safety Management

Implement and manage safety procedures to ensure the provision of a safe working environment.

Ensure compliance with statutory regulations on fire and health and safety standards.

Ensure all employees are aware of Hygiene, Health and Safety policies and Fire Regulations.

To record and report all accidents, good catches, and near misses within the location adhering to company procedures. Manage the access to work (ATW) procedures, including collation of vendor Risk Assessments (RA), Method Statements (MS) and chemical data, where relevant.

Initiate, review and approve non engineering related site and contractor risk assessments & method statements (RA MS)

Ensure all equipment is well maintained and is in good working order.

Site Operations Management

Ensure procedural standards manual (SOPs) are kept up to date and adhered to.

Be aware of all projects which are happening within the portfolio that may have an impact on operational delivery, contract or client risk. 

Meet or exceed site Key Performance Indicators (KPI’s); monitor Service Level Agreements (SLA’s) monthly to identify potential challenges and plan corrective actions accordingly.

Manage work orders on the CMMS (Corrigo) by looking ahead to upcoming deadlines and due dates. Work with vendors to ensure correct WO paperwork received and returned to maintain auditable process.

Use management information tools and reports to drive down re-occurring faults.

Implement Industry Best Practice operations by challenging the status quo. Be prepared to change processes and procedures to improve building and facilities management.

Ensure all Critical Environment (CEM) requirements are met.

Seek ways to reduce costs and improve operational standards.

Conduct site inspections and assessments to ensure all building procedures and performance measures are always maintained.

Coordination and consideration of 24/7 emergency call support and site attendance is required.

Ensure all helpdesk (Corrigo) tickets are managed properly to avoid any unjustified extensions or overdue tickets.

Risk Management

Assist in the implementation and management of a property risk management program.

Support the implementation and monitoring of disaster recovering and business continuity plans.

Follow established escalation procedures and incident reporting procedures.

Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.

Compliance / Reporting

Support compliance with Jones Lang LaSalle minimum audit and compliance standards in facility management, financial management and operational policies and procedures.

Carry out audits and inspections in line with JLL business management systems and standard processes and ensure the actions database is updated on a regular basis.

Additional Responsibilities:

To attend all location management meetings and any company meetings as required.

To take responsibility for contributing towards your own development, with the guidance of your line manager, and attending training courses as identified.

To act as a positive ambassador for the business.

To attend to any reasonable request made by the client, JLL, or client Management.

You need to be able to demonstrate the following skills and experience:

Experienced in facilities, property management, hospitality or related field

Have competent Quality, Health, Safety and Environment skills to support implementation of soft service requirements, ideally with a recognised certification

Able to demonstrate knowledge of local health and occupational safety requirements

Experienced in dealing with facilities and vendor management for specialized services

Able to demonstrate capacity to understand and interpret commercial contracts

Confident in budget management and financial analysis

The ability to effectively deal with stressful situations

Able to demonstrate superior people and contractor management skills

A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language).

Person Specification:

Passionate about customer experience

Confident presenter and strong ability to coach and mentor others

High attention to detail

Flexible, adaptable and proactive

A problem solver

Ability to build positive relations with colleagues, guests and clients

Strong team player with a commitment to support their colleagues. 3 years’ experience within a contract/project/facilities management team including staff management and HR preferred.

Computer Literate – good understanding and working knowledge of office software.

An influential communicator, with the ability to deliver clear and concise messages and identify mutually agreeable solutions.

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Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

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