Facilities Manager

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Title: Facilities Manager

Business unit: Engineering and Operations Management (EOS)

Reporting to: Senior Engineering Manager

Key stakeholders: Property Manager

Role Function

The role of the Facilities Manager is to act as the Manager’s representative on site. It involves being responsible and accountable for the management of key WA assets, and associated plant and equipment, with maintenance and deliveries being performed with minimal disruptions to the tenants. You will also be assisting in the achievement of desired fund portfolio outcomes and results

The priority always should be:

• The health, safety and security of all visitors and occupants.
• Ensure maintenance contractors perform their planned and reactive maintenance with due care and effectiveness
• The presentation of the property, and
• The implementation of Tenant Retention strategies.

Special Tasks: General

• Review and manage properties data (Energy, Water, and Waste) regularly. Setting up of Standard Documentation procedures
• Procuring and tendering contractors for PPM contracts and various projects
• Manage tenant liaison and satisfaction emphasis on Tenant Retention.
•  Ensure logbooks are kept up to date and all procedures are implemented. Ensure knowledge at operational level of all systems.
• Place particular emphasis on safety and emergency systems.
• Maintain Contractor Induction Manual / Risk and Compliance Manual. Deliver an exceptional quality of service to the client, as reflected by client feedback.
• Ensure that there are no major risks associated with public liability, fire and lift safety, essential services, non-essential services, the staff and office and contractors.  This includes addressing all issues within the appropriate timeframes and ensuring a risk management plan is in place for the asset, particularly covering contractors and the management company team.
• Ensure that all company and building systems are operating and maintained appropriately.
• Ensure all staff and contractors receive up to date training and site inductions.
• Actively participate in OPS Aides and ensure actions are completed on time
• Ensure that all elements of the Managing Agent Agreement with the client are understood and complied with by the team and that fees are claimed in a timely manner.
• Attend REMA courses and personal development offerings of JLL

Key Responsibilities

• Maintain the interface between the tenants, the property manager, and the Head of EOS.
• Advise Property Manager/ Head of EOS of incidents and events that occur throughout the building or that may impact on the tenants.
• Overview the provision of security services.
• Maintain building documentation & ensure registers are up to date.
• Obtain quotations for minor repairs/rectification to plant and equipment.
• Review the operational procedures to ensure their adequacy to responding to emergency issues that arise from time to time.
• Inspect exterior entrances, ground floor foyer and carpark entrances for cleanliness, lighting defects and any other obvious disorders and hazards. Arrange repairs as required.
• Check operation of building services especially lifts, air conditioning, access control systems, automatic doors for correct operation.
• Inspect common areas identifying any defects to finishes i.e.. ceiling tiles, carpet,ligt etc and arrange rectification as required
• Ensure passageways and fire stairs are always kept clean and clear.
• Spot check the general cleaning by the cleaning contractor and inform the cleaning supervisor of any shortcomings.
• Spot check toilet, checking for general cleanliness and adequacy of toiletry supplies.
• Programming of all system, i.e., adjusting time clocks for public holidays, access card charges, programming of afterhours air conditioning etc.
• Verify contractors, issue permits if applicable and then induct all on the building rules.
• Ensure that all keys have been returned by contractors/visitors etc.
• Do not permit goods to be transported in lifts during peak passenger periods
• Being available to respond and attend to any after hour’s problems that may occur on the building 24 hours/7 days.

Performance Indicators

• Deliver an exceptional “Managing Agent” service to the client, as reflected by client feedback.
• Maintain the highest standard of presentation throughout all areas of the property.
• Always maintain as a priority, the health, safety and security of all
• inhabitants and visitors and assist all visitors arriving at the building by ensuring that they are familiar with the location of building hazards and established control measures.
• Make appropriate and acceptable recommendations in relation to operational strategy, capital works etc.
• Receive high level of satisfaction from both tenants and clients in relation to building performance and execution of duties.

Skills

• People driven and to be seen to be “kicking goals” for the clients.
• Follow asset management policies and procedures.
• Outstanding interpersonal and communication skills.
• A reasonable level of computer literacy, with the ability to expand these skills as necessary.            

Health and Safety                              

• Ensure the full implementation of all relevant national, state/provincial, and local legislative requirements.
  • Be responsible for the local JLL PAM site safety monitoring program by undertaking inspections and audits.
  • Support the Client account inspection and audit programs as required.
  • Participate in account, site and Client account committees / meetings where requested.
  • Complete incident reports, investigate accidents, and make recommendations to prevent reoccurrence where appropriate.
  • Ensure statutory inspection and testing is completed for the site(s).
  • Ensure compliance with applicable local client account policies and practices.
  • Oversee compliance with all clients set account metrics and KPI's.
  • Collate and report account monitoring data to the relevant parties.
  • Attend or lead account and/or site account Meetings.
  • Know, or become familiar with, account best practices that apply to their field of work.
  • Ensure the active implementation of all relevant Standards, Policies, Procedures and Guidelines.
  • Ensure account risks associated with any work activity are assessed at the planning and implementation stages and appropriate action taken.
  • Communicate with other local parties, as necessary, to ensure the effective management of account risks.
  • Provide personal leadership in implementing the PAM IMS.
  • Communicate with staff and contractors on matters of HSEQ.
  • Ensure that all JLL PAM staff and contractors are competent to undertake activities at site.
  • Ensure that all accidents are documented, reported, investigated and appropriate follow-up action identified and taken.
  • Identify and recommend improvements in account Standards and Guidelines. Assist in their preparation where necessary / appropriate.
  • Ensure the provision of suitable and sufficient arrangements for JLL PAM employee and contractors’ welfare.
• Take reasonable care of themselves and of anyone else who may be affected by their work activities or omissions.
• Comply with the JLL Standards and Guidelines (e.g. One Team S.A.F.E.R. Together), as well industry best practice (where reasonably practicable)
• Cooperate with their manager in account matters, including the assessment of risks and any control measures identified.
• Not take risks or endanger themselves and others.
• Not interfere with or misuse anything provided in the interests of HSSE, security, fire, or first aid.
• Report accidents, incidents, near misses, faults and deficiencies to their manager.
• Seek advice if in doubt about the adequacy of any account arrangements.
• Complete account training as directed.

Knowledge/ Experience

• Some experience in the management of the broad spectrum of building services with emphasis on managing a portfolio of multi-story commercial assets and their systems including fire systems, electrical and building intelligence.

• Excellent written and oral communication skills.

Attributes/ Behaviours

• Pro-active and achievement orientated
• Flexible
• Team Player
• Practical approach with a “can do” attitude.

Location:

On-site –Perth, WA

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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