The posting
What this job involves:
The Assistant Facilities Manager is responsible to assist the Facilities Manager for the delivery and performance of IFM contract deliverables for assigned sites in Singapore. The role is the key point of contact with Client and key stakeholders across client sites for the areas of responsibility and its occupants, and act as their service provider liaison. Leading the onsite team, the role is responsible for ensuring that JLL team (employee and service partners) delivers FM and workplace services to the highest standard resulting in safe, code-compliant, functional, comfortable, energy efficient and attractive facilities and site infrastructure. The role is responsible for supporting the Facilities Manager on the managing of contracts, Capex & Opex expense budgets within approved allocations and provides monthly updates to year-end projections. The role is responsible for the preparation, collation and submission of related facilities, financial and project reports as per required frequency for the Facilities Manager review. The role is required to be proficient with strong competency in facilities management, engineering, project management, project tender and quotes, project evaluation and reporting, and will be responsible for the working with different stakeholders & vendors for managing of ad hoc projects as per client’s specifications and timeline.
What your day-to-day will look like:
Client Service – Facilities Management
- Establish a “Safety First” culture across sites, and improve safety performance by championing our level of awareness and changing all staff and partner safety behaviours.
- Provide leadership and guidance to the team as required to ensure delivery and achieve of high client service standards.
- Have strong focus ensuring our JLL staffs and vendor partners meet all EHS, SLA, KPI, Satisfaction Surveys, Contracts and Scope of Work (SOW) requirements.
- Timely escalation to Facilities Manager and/or JLL management in the event of any escalations which have impact on KPI/SLA and other deliverables
- Serve as the liaison for all facilities services, inclusive but not limited to; janitorial, lab services, landscape, shared compound, security, waste management, space planning, and project development services.
- Ensure compliance by ensuring renewal of all related government and statutory licenses.
- Updates and monitor of PM planner, and ensure that all PMs are completed on time and updated into system.
- Ensure all safety, environmental, and client standards are strictly adhered to within managed facilities.
- Ensure compliance with portfolio wide initiatives and required local, state and federal laws and regulations that pertain to the operating of facilities.
- Ensure strict compliance with client policies and procedures, government regulations & JLL internal SOP pertaining to EHS, procurement, financial policies, etc.
- Promote customer and JLL related sustainability initiatives by proposing & participating in recycling, energy, waste reduction, sustainability program.
- Prepare, collate and submission of related facilities and financial reports, responsible for organising, coordinating, chairing of client’s meeting and business reviews.
- Ensure uptime and smooth operation of M&E system, attend and response to site incident and emergency as required.
- Management of FSM, is ERT trained and to support as SIC for building.
Client Service – Project Management
- Attend project tender show round as required to understand requirement and expectations, define project work requirement and scope of work, liaise and arrangement of project vendors for quotation based on tender specification and requirement.
- Evaluate of submitted vendor quotations, consolidate and prepare and submission of formal quotation to client as per project specification and requirement.
- Project award and coordination of vendors and client to ensure safe and timely completion of project within budget and specification
- Conduct of project meetings; provide progressive updates of project to client and stakeholder.
- Submission of project progress & completion reports, prepare and process of project claims and invoicing.
Employee Management
- Establish site level goals in conjunction with and cascade objectives to team into our JLL team’s Performance measuring system (Workday)
- Maintain an effective succession plan for yourself and all team members.
- Complete and submit goals/objectives, mid-year reviews and year-end accomplishments by required due dates.
- Manage and engage in the on-going performance review process for all direct reports by required due dates.
Financial Targets
- Effectively manage site operating expenses to meet/exceed glide path savings targets.
- Develop and submit a detailed site-operating budget annually. Provide monthly variance analysis and submit all periodic forecasts by assigned due dates.
- Support JLL Sourcing Team on all Sourcing Initiatives; implement all service level changes and/or supplier transitions as required.
- Ensure all financial processes are following and compliant as per JLL and clients’ competitive bids process, issuing of PO's, and receipting work.
Growth of Company
- Actively identify, develop and document best practices that increases JLL’s value to the client.
- Actively identify, develop, propose and document innovations that increase JLL’s value to the client.
- Actively apply and support of JLL new technology and corporate programs to increase value to the client.
Required Qualifications:
- Bachelor’s Degree holder with minimum of 3 years relevant experience working as an AFM, OR
- Diploma holder with a minimum of 5 years relevant experience working as an AFM.
- Experiences in account operations and management.
- Experiences and strong technical knowledge in facilities management, project management and tender RFP.
- Knowledge in statutory requirements
- Site incident controller certified accredited by SCDF - plus
- Occupational First Aide (OFA) Certified - plus
- Knowledge of Energy Reduction and Sustainability Programs.
Skills
- Pleasant personality, strong customer service, interpersonal skills and problem solving ability.
- Strong technical and project management knowledge
- Good understanding of facilities operations / housekeeping management
- Computer skills in Microsoft Office, MS project, PowerPoint, Excel
- Independent, self-motivated, flexible, responsible and willing to work under pressure
- Knowledge of standard business and accounting practices.
- Knowledge of Excel and ability to analyse data.
