Address 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’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re 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.
Objective of Role
The Facilities Manager (FM) will be directly responsible for the provision of facilities services to occupiers in one or more managed properties to best practice standards defined by JLL and is expected to understand the business objectives of the investment.
Team Structure
Reporting to the Senior Facilities Managers (SFM), the FM may have line management responsibilities for Assistant Facilities Manager(s) (AFM) in the region and will work closely in a number of ‘virtual teams’ within PAM including Client Relationship Directors (CRDs), Contract Directors (CDs), Management Services, Client Financial Services (CFS) and will take direction from Client FM Leads.
Key Responsibilities and Deliverables
Facilities (property/portfolio) Management
Working closely and taking direction from relevant Client FM Leads take ownership and be responsible for delivering operational facilities related client KPIs as identified in the PMA (Property Management Agreement) and/or any other client agreed initiatives
To assist in the delivery of ‘Instinct’ (customer experience) operational initiatives across your portfolio in close liaison with our service partners
To regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building
Inform Surveyors of any occupier matters that may influence valuation/investment considerations including assistance in monitoring Tenant’s compliance with covenants
Report to Surveyors in accordance with an agreed procedure, ensuring the Client or Business Space Lead FM is kept informed on matters relating to standards of facilities management
To work in accordance with established procedures in connection with JLLs out of hours cover and emergencies
To deliver the financial management of the property through the preparation of service charge budgets, the monitoring of agreed budgets to pre-defined cash limits, quarterly variance reporting and service charge reconciliation to agreed accounting practices. Also, to administer non-recoverable budgets
To understand the principal terms of occupier’s leases as they affect the facilities management of the property and the Client’s obligations to provide services including clarity on the extent of the common areas
In conjunction with the Surveyors and RFM, ensure that the procurement of all supplies and services at the property is undertaken in accordance with the JLLs PAM procurement program to ensure the highest standards for the best price. This will include the use of accredited Contractors only, usually on the basis of framework agreements, and JLLs purchase ordering systems
Monitor contractor performance against agreed standards. Review service contracts as appropriate
Establish and maintain high quality health and safety arrangements, in accordance with best practice guidelines from central support under the JLLs risk management programme and the RFM
To ensure all risks identified in the independent Risk Assessment are properly addressed and to review risks as part of JLLs audit process and Site Compliance inspections
To work with other aspects of JLLs ‘Socially Responsible Management’ programme in relation to environmental & sustainability policies; to include water hygiene and asbestos monitoring etc
To ensure reactive maintenance and day-to-day service requirements undertaken in a timely and cost-effective manner
This job description sets out key elements and responsibilities of the role, but it is not intended to be exhaustive and does not constitute a contractual document. Duties may be changed to meet changing needs or circumstances
Be familiar with all heating, ventilating, mechanical and electrical equipment in each building and have a sound understanding of the purpose and general working of such equipment. To ensure maintenance contracts in place to cover O&M manual requirements
Assist and liaise with building surveyors/architects/consultants on major works
With the Surveyors, identify and arrange minor planned works
To maintain, test and implement disaster planning procedures to cover all emergencies. To organise and co-ordinate fire evacuation and bomb drills
Prepare site regulations and issue permits to work for all contractor activities on site
To ensure that on-site management of the properties is undertaken in accordance with JLLs polices, processes and procedures as defined on the PAM Process Hub site (Connect)
Establish and maintain proper site records in accordance with best practice rules
Responsible for routine correspondence using standard documents and templates as appropriate
Develop and maintain occupier handbooks as per defined standard for each site
To monitor vacant/void property in conjunction with the clients’ insurance policy
Establish a regular inspection programme for each site in accordance with site insurance and regulatory requirements
Assist in the submission of insurance claims relating to incidents on site and manage the obtaining of quotes and/or works at site as instructed by the insurers or loss adjusters
Ensure readiness for sale of relevant individual properties dealing with due diligence enquiries on disposal and lettings from a facilities perspective
Required Qualifications, Skills and Experience
Commercial awareness and ability to develop identified business improvement opportunities
Solid stakeholder management skills and an ability to understand and relay business ideas
Previous experience working for a company within the property industry or from a similar business line, with client facing experience or from a corporate FM background
An advocate of change and supportive in driving operational business change
IWFM / BIFM qualification and or similar in facilities operational management
Strong organisation skills and excellent communication skills, both verbal and written
Driven to achieve results
Knowledge of safety, quality, and cost risks
This job description sets out key elements and responsibilities of the role, but it is not intended to be exhaustive and does not constitute a contractual document. Duties may be changed to meet changing needs or circumstances.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re 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 –
We’re JLL—a 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’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re 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’re 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’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
