The posting
What this job involves
This role leads the onsite JLL facilities management team in delivering comprehensive facility and property services. The position is responsible for ensuring maintenance services align with contractual commitments, operational budgets, and JLL quality standards. By overseeing vendor contracts, managing financial processes, mitigating operational risks, and maintaining strong client relationships, this role ensures the seamless and efficient day-to-day operation of the client's property.
What your day-to-day will look like
Operations & Maintenance Management
- Oversee the daily operation and maintenance of facilities, including Mechanical & Electrical (M&E) systems, housekeeping, conference rooms, vending, transport, F&B, and overall site upkeep.
- Prepare, review, and update the monthly preventive maintenance register and report progress to the JLL Cluster Leader.
- Analyze call-outs and maintenance requests to identify operational trends, implementing strategic initiatives to minimize disruptions.
- Supervise office churn and internal department moves (Moves, Adds, and Changes).
- Manage and update facilities management software platforms, specifically Corrigo.
- Manage KPI performance requirements on E&C, Safety, PPM & RM, etc.
- Manage projects under JLL, ensuring timely delivery, quality of work and within the allotted budget.
Vendor & Contract Management
- Define technical and commercial terms, establish operational scopes, and develop comprehensive tender documents for Annual Maintenance Contracts (AMCs).
- Conduct competitive tendering exercises, analyze subcontractor bids, and present comparative analyses and recommendations to the client.
- Formulate Service Level Agreements (SLAs) and coordinate with JLL procurement to close vendor contracts.
- Audit subcontractor performance, monitor onsite resource allocation, and ensure materials and site upkeep meet defined quality standards.
- Verify that subcontractors fulfill training commitments and maintain a planned, structured approach to service delivery.
Financial & Administrative Management
- Track facility expenses, oversee invoice management, and assist the client's FM team with the formulation of annual maintenance budgets.
- Interface with JLL and client finance departments to manage client billing, raise invoices, and follow up on outstanding payments.
- Compile, submit, and review monthly management reports, MIS documents, and specialized operational analyses for both JLL and client leadership.
- Ensure statutory compliance and adherence to minimum wage legislation through coordination with specialized compliance professionals.
- Update and implement facility policies, operational procedures, and the annual site Operations Manual.
- Propose and implement cost savings initiatives in line with our committed savings glide path.
- Manage vendor expenses, ensuring within budget or any overspent managed.
Client Relations & Team Leadership
- Act as the primary liaison for Client and Business Unit representatives, establishing feedback mechanisms with subcontractors and staff to continuously improve service levels.
- Manage the onsite JLL team, conduct regular performance reviews, and coordinate with HR and the Operations Manager to recommend training programs.
- Train JLL staff and vendors on all established quality policies and procedures.
- Maintain a healthy rapport and regular communications with client and stakeholders, ensuring best practices in Workplace Experience are implemented.
- Lead weekly client huddles and present operational achievements and where client support is needed.
- Prepare and present monthly operational reports and contribute to quarterly business reviews.
Risk Management & Compliance
- Update and implement the site Emergency Response Plan, coordinating regular drills and safety procedures.
- Provide after-office-hours response and emergency facilities assistance as needed.
- Conduct scheduled operational audits and compliance checks, ensuring immediate escalation of critical incidents or problems.
Required Qualifications:
- Bachelor’s degree in Facilities Management, Engineering, Business Administration, or a related field, or equivalent practical experience in property operations.
- At least 2 years of Facilities Management (FM) experience in building operations or property management.
- Great technical and project management background, with exposure to M&E systems and facilities maintenance scheduling.
- Excellent client and stakeholder management skills, with a proven track record of maintaining positive client relationships.
- Great communication skills for effective coordination with clients, vendor partners, and internal teams.
- Good financial acumen, with experience tracking expenses, managing invoices, and assisting with operational budgets.
- Knowledgeable in People Management, with the ability to lead, train, and conduct performance reviews for onsite teams.
