Job Description

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you\xe2\x80\x99ve got deep experience in commercial real estate, skilled trades, and technology, or you\xe2\x80\x99re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

What this job involves:
Assistant Facilities manager
The role will lead a team to manage the day-to-day activities in the offices, and be the on-site key point of contact for key stakeholders and employees on any facilities related issues. Overall responsible for OPEX/CAPEX budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

What your day-to-day will look like:
People Management
Develop and sustain a high-quality well motivated team
Ensure high staff morale, trust and work ethics
Actively support an environment that supports teamwork, co-operation and performance excellence within team
Mentoring and enabling Training & Development of team members
User/Stakeholder Management
Proactively engage stakeholders to ensure that user\xe2\x80\x99s expectations are met
Build and develop effective stakeholder relationships across multiple levels of the organisation
On-site key point of contact for all facilities matter
Procurement & Vendor Management
Ensure vendors are well-managed, delivering services on time and within budget
Ensure that vendor procurement processes is align with Telstra\xe2\x80\x99s policy
Conduct regular vendor performance review to address on service quality and improvement
Contracts Management
Plan and manage all contracts to ensure that they are professionally delivered at the right costs
Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed
Run RFP prior to renewal to ensure costs are competitive
Finance Management
Ensure financial processes are followed at all times
Raising of PO/PR and GR timely once service delivered/completed
Tracking/monitor of open PO and close balance where necessary
Ensure invoice raise/submit timely to ensure AR/AP within payment term
Health & Safety Management
Ensure the provision of a safe working environment
Ensure compliance with statutory re
Regulations on fire, health and safety standards

Site Operations Management
Recommend continuous quality improvement practices and implement Industry Best Practice operations
Implement building procedures and performance measures and ensure they are maintained at all times
Ensure all Critical Environment (CEM) requirements are met
Review existing operations regularly to reduce costs and improve operational standards
24/7 emergency call support and site attendance is required
Coverage of receptionist duties as and when required during the absence of the receptionist
Risk Management
Ensure a property risk management program including audits is implemented and maintained
Ensure disaster recovering and business continuity plans are implemented and maintained
Ensure escalation procedures and incident reporting procedures are implemented and in place
Assist in the development of processes/SOP for the required scope/task
Achieve Key Performance Indicators and Service Level Agreement targets

Desired or preferred experience and technical skills:
Critical Competencies for Success
Users Focus & Relationship Management
Demonstrates proactive & professional approach to customer service and stakeholder engagement
Ability to interact with a wide range of employees, including senior levels
Ability to manage conflict and balance between firm and users requirements
Has a customer service oriented attitude
Team Leadership
Ability to lead team effectively, train them well and promote open, constructive and collaborative relationships at all levels
Project Management & Organizational Skills
Excellent planning & organizational skills to prioritize work and meet tight deadlines
Proven ability to manage multiple and complex operational matters on a daily basis
Problem Solving & Strategic Thinking
Capacity to deal with ambiguity and solve complex problems effectively
Analytical, proven ability to solve problems using a quantitative approach
Proven ability to employ holistic approaches and looks at long term solutions

Required Skills and Experience
Min. Bachelor\xe2\x80\x99s degree in facilities management, building, business or other related field &/or 3-5 years\xe2\x80\x99 experience in facilities, property management, or related field
Has experience working in commercial office environment
Knowledge of local occupational health and safety requirements
Knowledge of critical facilities
Knowledge of vendor management
Has an understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)
Proven capacity to understand and interpret commercial contracts
Strong budget management and financial analysis skills

If this job description resonates with you, we encourage you to apply even if you don\xe2\x80\x99t meet all of the requirements below. We\xe2\x80\x99re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL \xe2\x80\x93

We\xe2\x80\x99re JLL\xe2\x80\x94a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That\xe2\x80\x99s why we\xe2\x80\x99re committed to our purpose to shape the future of real estate for a better world. We\xe2\x80\x99re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we\xe2\x80\x99re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we\xe2\x80\x99re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.