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Assistant Facility Manager
Jones Lang LaSalle
Concord, CA, United States
Job Details - this job has expired, please see similar jobs below
Seeking a motivated and proactive Assistant Facility Manager to be a point of contact responsible for the daily operations and management of a multi-site portfolio in the Bay Area. Reporting to the Facility Manager and the Corporate Real Estate team, this manager will assist the site team in executing flawless Integrated Facilities Management
Responsibilities, including, but not limited to:
• Maintain client satisfaction with delivery of Facility Management services and support programs to increase customer satisfaction.
• Support compliance with Jones Lang LaSalle minimum audit and compliance standards in facility management, financial management and operational policies and procedures.
• Meet or exceed site Key Performance Indicators (KPI’s); monitor Service Level Agreements (SLA’s) monthly to identify potential challenges and plan corrective actions accordingly.
• Conduct inspections of assigned properties proactively addressing any deficiencies.
• Create and follow up on corrective work orders as necessary.
• Support work order management for in house staff and vendors as necessary.
• Support facility soft services as needed and directed such as: meetings preparation, conference room reservations, food services, parking, vending, and badging.
• Support requests associated with Jones Lang LaSalle’s Management and Operations team.
• Support energy management programs to maximize energy efficiency.
• Demonstrate strong collaboration and teamwork within the account team, by including driving the development and implementation of IFM best practices and innovations.
• Manage all duties in compliance to Master Services Agreement and applicable performance measurements.
• Provide general office administration support to account team.
Support the implementation of the EHS management systems
• Enforce all Company policies and training requirements regarding safe and efficient operations and work practices.
• Implement and monitor hazard control and team safety practices, ensure compliance with local codes and regulations and Jones Lang LaSalle operations standards.
Support facility specific cost savings targets to contribute to the account achieving savings goals:
• Assist in the development and management of operational and capital budgets.
• Assist management and staff with operational reporting, budgeting, financial management, purchasing as necessary.
• Support development of monthly/quarterly variance reporting for operating budgets
• Continuously identify cost savings opportunities
Collaborate with account Sourcing team on national and regional sourcing opportunities to define scope, coordinate supplier walk-through, and manage national and regional supplier performance at property level by:
• Coordinate supplier management program consisting of: goal setting, performance criteria, and performance review.
• Support contract management for both short and long-term projects for the client.
• Drive cost savings through sourcing and supplier management activities which are consistent with client goals.
Finance
• Analysis and accurate reporting/ forecasting with FM oversight and review. Demonstrate the ability to interpret and explain results and variances
• Operating Budget monitoring and adherence. Assist in development of budgets, forecasts and adherence and tracking of savings and cost avoidance
• Contribute to the Capital Budget development and adherence where control remains with JLL
• Initiate or monitor financial processes such as PO creation, goods receipting and the UMLV report.
Operations
• Monitor overall workflow to assure timely completion within established SLA’s.
• Review dispatch matrices semi-annually. Meet or exceed customer satisfaction rating.
• Support the CEM and engineering teams to assure completion of scheduled PM’s and adherence to CEM processes.
• Assist as appropriate to assure all facilities evaluated are in compliance and pass the Management and/or Operations audits.
• Escalate issues to the FM when necessary
Talent Management
• Exhibit leadership qualities and enthusiasm being the guidepost for others to emulate to assure your team is high performing.
• Complete required training and take additional training where appropriate to prepare for the FM role.
• Identify succession planning where appropriate.
Client Service
• Assure an effective communication protocol is in place on both the JLL and Client side with peers, subordinates, senior managers, vendors and customers.
• Respond promptly and accurately to email and phone communications.
• Create required reporting and meeting notes in the time frame required.
• Actively participate in meetings sharing ideas and solutions as may be appropriate.
Qualifications
• Associate or Bachelor’s degree in Facilities, Property, Business, or related field desirable.
• Minimum 2 years of experience of supervisory experience facilities management or related field.
• Proficiency in a range of information technology tools and platforms.
• Strong analytical, organizational and presentation skills.
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