Assistant Facilities Manager

2 months ago

Kuala Lumpur, Malaysia JLL Full time

JLL supports the Whole You, personally and professionally.

**What this job involves**:
The Assistant Facilities Manager will lead a team and vendor group to manage the tactical delivery for the assigned property/s and will be the on-site point of contact for the key stakeholders.
The responsibilities will include site budgets, accounting and finance, maintenance and operations, contract services, purchasing of materials, equipment & supplies, occupancy services and helpdesk. On occasion, this role may call for an amount of reception services work, supporting deliveries, visitors and vendors.

MAJOR RESPONSIBILITIES
People Management
Develop and sustain a high-quality well motivated team of JLL regulars
Ensure high staff morale, trust and work ethics
Actively develop an environment supporting teamwork, co-operation and performance excellence within the team
Assist in mentoring and enabling Training & Development of team members
Undertake annual Performance Reviews and action Improvement Planning when necessary

Client/Stakeholder Engagement
Deliver excellent customer service to meet on-site client’s expectations
Build and develop effective relationships with key stakeholders and be comfortable working across all levels
Monitor procedures to ensure client’s expectations are conveyed and worked upon
Respond efficiently to escalations, providing timelines and timely feedback throughout the solutioning
Maintain a regular series of stakeholder/governance meetings to quickly address needs and concerns
Procurement & Vendor Management
Manage multiple vendors including hard and soft skills to deliver services on time and within budget
Manage vendor procurement processes in accordance with agreed client procurement guidelines
Undertake, with JLL Procurement, the Supplier Performance Reviews, retendering in a timely manner if continued poor performance cannot be resolved

Contracts Management
Ensure that all contracts are professionally delivered at the right cost and in line with company ethics
Monitor expiry of contracts and initiate re-procurement is needed
Continually assess contracts to ensure best value delivered to the client
Finance Management
Ensure that the site’s financial operations are meeting targets and where not, escalate for support
Assist and monitor financial processes to ensure account payable procedures are followed at all times
Align operational reporting with finance timelines to ensure timeliness of process

Health & Safety Management
Implement and manage safety procedures to ensure the provision of a safe working environment
Ensure compliance with statutory regulations on fire, health and safety standards

Site Operations Management
Implement Industry Best Practice operations
Monitor to ensure all building procedures and performance measures are maintained at all times
Ensure all Critical Environment (CEM) requirements are met
Seek ways to reduce costs and improve operational standards
24/7 emergency call support and site attendance is required

Risk Management
Assist in the implementation and management of a property risk management program
Support the implementation and monitoring of disaster recovering and business continuity plans
Follow established escalation procedures and incident reporting procedures
Achieve Key Performance Indicators and Service Level Agreement targets.

**CANDIDATE SPECIFICATION**: KEY SELECTION CRITERIA
Ideal Experience
Min. 3 years of experience in facilities, property management, hospitality or related field
Experience of working in similar environment
A demonstrable working knowledge of EHS and OSH requirements
Knowledge of critical facilities, the assets and the maintenance procedures
Experience of vendor management for specialized services
An understanding of the basic technical aspects of the building infrastructure (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical systems, BMS system)
Proven capacity to understand and interpret commercial contracts
Strong budget management and financial analysis skills

Critical Competencies for Success
Client Focus & Relationship Management
Ease of interaction with a wide range of client staff
Ability to manage conflict and achieve a balance between client and firm requirements
Has a customer-oriented attitude
Demonstrates proactive & professional approach to customer service
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

Other Personal Characteristics
Ability to lead team effectively, train them well, and promote open, constructive and collaborative re

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