Integrated Facilities Management
Reporting to : National Facilities Manager
Key stakeholders :
Regional Team including PSA and Unisys, Business Line Directors, Multiple business associates and support functions like HR, Finance procurement
Site Operations Management
Work with the Facilities Manager and Unisys SPOC in providing general administration and task coordination both structured and unstructured as day to day events demand
A key contact point for Facilities Help Desk & Facilities email in-box; receiving & logging work orders
Prepare and send work orders to building trades, vendor management and supervision, liaising with security, coordination and management of key outsourced provider whilst they are on site.
Provide scheduled reporting data for Unisys.
Conduct & report on-site inspections, escalating any issues as appropriate.
Maintain premises in neat and good working condition at all times
Assist in the organisation and scheduling of planned maintenance works
Seek ways to constantly reduce costs and improve operational standards
Prepare and distribute notices to staff as directed by the Facilities Manager
Assist in authorising access requests
Back up for Facilities Administrator
Assist in team monthly reporting which includes helpdesk reporting finance and utilities.
Assist in the implementation and management of property risk management program
Support the implementation and monitoring of disaster recovering and business continuity plans
Follow established escalation procedures and incident reporting procedures
Client / Stakeholder Management
Provide superior customer service to meet on-site client’s expectations
Work with the Facilities Manager and Unisys SPOC In providing general administration and task coordination.
Liaise with Landlords and / or Building Managers where appropriate.
Procurement & Vendor Management
Assist in the management and supervision of all contractors on site (include inspection works)
Complete contractor site inductions, liaising with building management and / or security as required
Assist in the procurement of vendors and services as required
Provide consumable procurement for office where required
Assist in financial process to ensure that requirements are completed in a timely & accurate manner
Maintain approvals register, ensuring all works have appropriate financial authorisation
Health & Safety Management
Conduct regular audits to ensure safety procedures on site are in place and working
Assist in maintaining first aid kits, AED machines and updating first aid register and noticeboard lists
Organise desk assessments (ergonomics) and maintaining register
Assist in carrying out safety procedures when needed
To manage continuous improvement of Facilities Management and Business Support Services, ensuring safe and compliant facilities are maintained at all times;
To support the delivery of best practice Facilities Management and Business Support Services;
Assist with the management of overall service outcomes to ensure that all Key Performance Indicators are met or exceeded throughout the term of the Contract;
Demonstrate and instil a culture within the team that match our I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Adaptable, Team Player and Committed to Safety; and
Focus on service outcomes to ensure Client Satisfaction survey results deliver a positive result for JLL.
Competent in Microsoft Office Products;
Good interpersonal and communication skills;
Proven ability to manage complex operational matters on a daily basis;
Demonstrates ability to prioritise and manage the completion of projects in an efficient and timely manner;
Must present a professional and friendly corporate image;
Demonstrates proactive & professional approach to customer service;
Able to work independently; and
Exhibits honesty & trustworthiness.
Minimum of 1-3 years experience in facilities, property management or related field.
Knowledge of local occupational health and safety requirements
Knowledge of critical / data centre environments an advantage
Knowledge of vendor management for specialized services
Proven client relationship management skills
Client staff and client stakeholders
Vendor and contractor staff
National Facilities Manager
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