Assistant Facilities Manager

Join to apply for the Assistant Facilities Manager role at JLL

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.

Responsibilities

• Be 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.
• Lead the onsite team to ensure that JLL staff and service partners deliver FM and workplace services to a high standard, ensuring facilities are safe, code-compliant, functional, comfortable, energy efficient and attractive.
• Support the Facilities Manager in managing contracts, Capex & Opex budgets within approved allocations and provide monthly updates to year-end projections.
• Prepare, collate and submit related facilities, financial and project reports as required for Facilities Manager review.
• Work with different stakeholders and vendors to manage ad hoc projects per client specifications and timelines, with strong competency in facilities management, engineering, project management, tendering and reporting.

Major Activities and Responsibilities Client Service – Facilities Management

• Establish a “Safety First” culture across sites and improve safety performance by raising awareness and improving safety behaviours.
• Provide leadership and guidance to the team to ensure delivery and achievement of high client service standards.
• Ensure JLL staff and vendor partners meet all EHS, SLA, KPI, Satisfaction Surveys, Contracts and Scope of Work requirements.

Scope of Work (SOW) requirements

• Escalate to Facilities Manager or JLL management any issues affecting KPI/SLA and other deliverables.
• Serve as liaison for all facilities services including janitorial, lab services, landscape, shared compounds, security, waste management, space planning, and project development services.
• Ensure renewal of related government and statutory licenses.
• Update and monitor PM planner; ensure PMs are completed on time and updated in the system.
• Ensure safety, environmental and client standards are strictly adhered to within managed facilities.
• Comply with portfolio-wide initiatives and local, state and federal laws and regulations related to operating facilities.
• Comply with client policies and procedures, government regulations and JLL SOPs pertaining to EHS, procurement and financial policies.
• Promote sustainability initiatives by proposing and participating in recycling, energy and waste reduction programs.
• Prepare and submit related facilities and financial reports; organize and chair client meetings and business reviews.
• Ensure uptime and smooth operation of M&E systems; respond to site incidents and emergencies as required.
• Management of FSM; ERT trained and capable of supporting as SIC for building.

Client Service – Project Management

• Attend project tenders/show rounds to understand requirements and define project scope; liaise with vendors for quotations based on tender specs.
• Evaluate vendor quotations, consolidate and submit formal quotations to client per project specs.
• Coordinate project awards and manage vendors and client to ensure safe, timely completion within budget and specification.
• Conduct project meetings and provide progressive updates to client and stakeholders.
• Submit project progress and completion reports; process project claims and invoicing.

Employee Management

• Establish site-level goals and cascade objectives to the JLL team’s performance system (Workday).
• Maintain an effective succession plan for yourself and all team members.
• Complete and submit goals/objectives and performance reviews by required due dates; manage ongoing performance appraisal process for direct reports.

Financial Targets

• Manage site operating expenses to meet or exceed savings targets.
• Develop and submit a detailed site-operating budget annually; provide monthly variance analysis and forecasts as due.
• Support Sourcing Team on all initiatives; implement service level changes and vendor transitions as required.
• Ensure financial processes follow JLL and client bid processes, including PO issuance and receipting.

Growth of Company

• Identify and document best practices to increase JLL’s value to the client.
• Identify and document innovations to increase value to the client.
• Support the adoption of JLL new technology and corporate programs to add value for the client.

Education & Qualification

• Degree holder in Engineering or equivalent.
• Minimum 5 years of relevant facilities management experience with demonstrated judgment.
• Experience in account operations and management.
• Strong knowledge in facilities management, project management and tender RFP processes.
• Knowledge of statutory requirements.
• Site incident controller certified (SCDF) – plus.
• Occupational First Aid (OFA) certified – plus.
• Knowledge of energy reduction and sustainability programs.

Skills

• Pleasant personality with strong customer service, interpersonal and problem-solving skills.
• Strong technical and project management knowledge.
• Good understanding of facilities operations and housekeeping management.
• Proficient in Microsoft Office, MS Project, PowerPoint and Excel.
• Independent, self-motivated, flexible and able to work under pressure.
• Knowledge of standard business and accounting practices; ability to analyse data in Excel.

Seniority level

• Associate

Employment type

• Full-time

Job function

• General Business and Engineering

Note: This description reflects the original content and focuses on responsibilities and qualifications for the role. Referrals and related job postings are included for context but are not part of the core description.

#J-18808-Ljbffr

---