Assistant Facility Manager

5 months ago

Halifax, Canada JLL Full time

JLL supports the Whole You, personally and professionally.

The Assistant Facility Manager will provide general oversight Facilities Management services. Overseeing property management operations, including
- procurement of property supplies, vendor coordination / services, work orders management, and bid requests.
The AFM will also supervise and or support personnel responsible for general mail and copy services, reception services, conference room compliance and setups, event management support, and pantry/café coffee and condiments inventory control.
Essential Functions

Provides day-to-day oversight of FM services for one or multiple client sites.
Orchestrate the efforts of third-party contractors/vendors to engage in operating and maintaining the property.
Manage third-party contractors/vendors with respect to work order completion. Monitor vendor progress on work order completion and ensure customer validation and vendor invoices are delivered in a timely manner.
Oversee daily work order review and follow up on work orders to ensure impeccable work order performance and superior customer experience.
Schedule and manage vendor performance of all Preventative and Recurring Maintenance activities for assigned properties.
Assist the IFM account team in meeting or exceeding Site KPIs; Monitor SLAs monthly to identify potential off-track areas and plan corrective actions accordingly.
Recommend continuous quality improvement practices.
Cultivate and maintain a positive working relationship with client representatives and service providers at each assigned property. Provide accurate and prompt assistance to all customer inquiries and requests with a commitment to maintain a spirit of hospitality.
Greet customers, vendors, job applicants, and other visitors, escort visitors to their designated areas when necessary.
Ensure that all pantry, cafes areas are well stocked with coffee and condiments. Manage all inventory items.
Assist directly and or support responsible parties with incoming/outgoing Mail and Shipping & Receiving services.
Provide Business Insights data for all mailroom, copier, office services metrics entry.
Maintain digital and hard copy Standing Operating Procedures (SOP) manuals and emergency procedures documents.

Client Relationship Management
Maintain client satisfaction with delivery of Facility Management services and support programs to increase customer satisfaction
Coordinate special events in support of client or JLL
Assist Facility Management Team with tactical planning for the team’s goals and objectives.
Purchasing and Inventory Control
Insure the availability of an adequate operating inventory of tools and supplies. Specific duties include: Developing sources for stock materials such as water treatment chemicals, HVAC supplies, lighting, ceiling tiles, paint, electrical, and plumbing supplies

Employee Management
Establish and maintain a safety-first culture by promoting and driving safe work practices timely training, best practices as well as delivering rewards and recognitions to promote safe behavior.
Work with regional team to provide the strategy, vision and continuous improvement to drive the facility personnel to advance the quality-of-service delivery and further the client partnership.
Foster a collaborative teamwork environment. Promote energy and enthusiasm. Maximize productivity.
Ensure optimal roll out and training in the use of standard CMMS tools, processes and systems where possible. Ensure facility compliance with use of the new tools.
Manage at team size of 1-5 FTEs.
Complete all performance reviews, both mid-year and year-end, on a timely basis. Ensure that individuals that do not achieve excellence or show significant performance problems are coached and put on improvement plans. Work with Senior FM to ensure proper performance management steps are taken.
Work with the Account Management team to source employee career growth and development opportunities within or outside of the account. Understand employee career growth aspirations to enable matching of firm needs with employee abilities.
Promote a culture of diversity and inclusivity for all team members.

Financial Management
Maintain operating budgets for sites, meeting targets as defined in KPIs.
Meet specific cost savings targets to contribute to the account achieving significant savings throughout the contract term of outsourced operations.
Manage work to align with site budgets
Support in executing facilities related cost savings measures to reduce spending in accordance with Budget Challenges and cost saving targets
Work with IFM leadership to identify cost savings opportunities
Ensure compliance with Jones Lang LaSalle minimum audit standards

HSSE Management
Recognize danger and safety hazards, complete hazard assessments and propose methods to eliminate them
Comply with all safety procedures, maintaining good housekeeping and safety of work areas.
Recognize danger and safety hazards and propose me

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