Assistant Facilities Manager

**JLL empowers you to shape a brighter way**.

**Assistant Facilities Manager (AFM) - Onsite FTE role**

**Location: PARIS + Remote Management of Others**

**Role Purpose**

The AFM reports to the EMEA Senior Facilities Manager (SFM) and also supports the Global Customer Experience (CEX) Director in leading a team or vendor group in managing the tactical delivery of Facilities Service for the assigned property portfolio and is the primary point of contact for the key stakeholders and / or client.

The role will involve being a member of the JLL Management Team with total responsibility for the Customer and Facilities Experience within Amsterdam, Copenhagen Offices, and potentially others. The AFM should also support the preparation and management of site budgets, maintenance and operations, contract services, purchasing supplies, occupancy services, helpdesk and security policy compliance.

The AFM needs to demonstrate and instil a culture that promotes JLL’s core values of Teamwork, Excellence and Ethics.

**Responsibilities**

People Management
- Manage and coach the team while encouraging an environment that supports teamwork, co-operation and performance excellence.
- Develop and sustain a consistently high-quality and well-motivated team.
- Ensure high staff morale, trust and work ethics.
- Assist in mentoring and enabling Training & Development of team members.
- Encourage collaboration and development of best practice
- Ensure your team is fully informed about operational updates, processes and account wide objectives so that they feel informed, involved and supported.
- Lead by example and be confident in influencing decisions and senior stakeholder teams
- Customer Experience
- Promote and support a first class and professional customer experience across all services lines. Ensuring that customers are given a prompt and efficient service and expectations are consistently exceeded.
- Ensure procedural standards manual (SOPs) are kept up to date and the team adhere to them.
- Address and resolve all internal / external client issues.
- Assisting where required in covering team members in the delivery of first line facilities support and front of house services, have full knowledge of all functions.

Client/Stakeholder Management
- Deliver excellent customer service to meet or exceed 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.
- Procurement & Vendor Management
- Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
- Ensure vendor KPI’s and SLA’s are consistently achieved through periodic reporting and management meetings.
- Support vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices.

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.
- 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.
- Manage the finance process from conception, approval, delivery, sign off and verification to ensure they are completed within a timely manner and to an acceptable standard.
- Assist and monitor financial processes to ensure account payable procedures are always followed.
- Submit Order Requests as necessary through Coupa.
- Health & Safety Management
- Implement and manage safety procedures to ensure the provision of a safe working environment.
- Ensure compliance with statutory regulations on fire and health and safety standards.
- Ensure all employees are aware of Hygiene, Health and Safety policies and Fire Regulations.
- To record and report all accidents, good catches, and near misses within the location adhering to company procedures. Manage the access to work (ATW) procedures, including collation of vendor Risk Assessments (RA), Method Statements (MS) and chemical data, where relevant.
- Initiate, review and approve non engineering related site and contractor risk assessments & method statements (RA MS)
- Ensure all equipment is well maintained and is in good working order.
- Site Operations Management
- Ensure procedural standards manual (SOPs) are kept up to date and adhered to.
- Be aware of all projects which are happening within the portfolio that may have an impact on operational delivery, contract or client risk.
- 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.
- Manage work orders on the