Assistant Facilities Manager

We are looking for an Assistant Facilities Manager for our Workplace Management business line.

About JLL
We're JLL. We're a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.

If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL

Role Purpose
An exciting opportunity has arisen for an Assistant Facilities Manager based in Berlin, Germany covering other remote sites. The Assistant Facilities Manager will assist the Regional Facilities Manager and EMEA Operations Director in leading a vendor group to manage the tactical delivery for the assigned properties. These properties are based in across Germany, Switzerland & Romania

The Assistant Facilities Manager will be the on-site point of contact for the key stakeholders &/or client in the absence of the Regional Facilities Manager. The responsibilities will include maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk via Corrigo ticketing system for all sites.

What this job involves

Client/Stakeholder Management

• Deliver excellent customer service to meet on-site client's expectations
• Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels
• Monitor procedures to ensure client's expectations are conveyed and worked upon
• Participate in weekly operations meetings with client and Facilities Manager
• Proactively engage stakeholders to ensure that on site client's expectations are met
• On-site key point of contact for Facilities in the client's premises
• Respond to requests and e-mails in a timely manner
• Communicate in professional manner, taking the audience into account

Procurement & Vendor Management

•  Support vendors including hard and soft skills to deliver services on time and within budget
•  Manage relationships with service providers, contractors, and suppliers
•  Liaising with vendors to book in service dates for planned and reactive works
•  Collation of service records and compliance data from vendors to be stored within electronic logbook system
•  Prepare PO forms as required
•  Office cleanliness: oversee & report cleanliness in office, pantries, etc.
•  Ensure stationery & beverage stock levels are managed accordingly and within budget.
•  Ensure JLL HSSE contractor management process is being followed when vendors attend site.
•  Communication to Vendors and Supplier
• Contracts Management
•  Ensure that all contracts are professionally delivered at the right cost and in line with the Jones Lang LaSalle Code of Ethics
•  Support in monitoring expiry of contracts and initiate re-procurement if needed
•  Continually assess contracts to ensure best value delivered to the client
• Finance Management / Cost Control / Profitability
•  Assist in ensuring that the site's financial operations are meeting targets and control requirements
•  Assist and monitor financial processes to ensure account payable procedures are followed at all times

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
•  Ensure vendors coming into client sites have trained and competent staff and follow safe working practices
•  Ensure the provision of a safe working environment for JLL team and vendors
•  Ensure near misses/good catches are logged through HSSE System for all assigned sites.
•  Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report)
•  Ensure site logbooks are being administrated and documents uploaded to sharepoint.
•  Supporting Cleaning and H&S Audits
•  Attending HSE Audits

Site Operations Management

•  FM management of the sites including but not limited to budgets, maintenance and operations, contract services, purchasing of material(s), equipment & supplies, occupancy services and helpdesk
•  Assist and monitor to ensure all building procedures and performance measures are always maintained
•  Coordinate works within the buildings, granting access and authorizations from all stakeholders
•  Office maintenance – Ensure the office is organized and all equipment in proper conditions (equipment e.g. AC, Lights, Electrical, Cafeterias Equipment, desks, chairs, light issues, doors, etc..).
•  Log, monitor and update all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites
•  Regularly meet Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site
•  Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them
•  Identify and implement at least 4 innovations which reduce costs or improve customer experience
•  This position involves both office-based administrative work and on-site property inspections. Some evening or weekend availability may be required for emergency response or critical maintenance coordination.

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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
•  Adhere to Jones Lang LaSalle's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies

Sound like you? To apply you need to be able to demonstrate the following skills and experience:

• Experience in facilities management, building, business or other related field
• Fluent German (native or C1 level) essential for regulatory compliance and vendor communication.
• Strong English communication skills required for international communication
• Excellent people skills and ability to interact with a wide range of client staff and demands
• Knowledge of local Safety requirements
• Strong PC literacy and proven ability to manage daily activities using various systems
• Demonstrated experience with continuous improvement initiatives (highly desirable)
• Knowledge of vendor management for specialized services
• Proven capacity to understand and interpret commercial contracts
• Budget management and financial analysis skills
• Strong communicator

What you can expect from us

You'll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

Apply today