Assistant Facilities Manager

3 semanas atrás

Lisboa, Portugal JLL Tempo inteiro

JLL supports the Whole You, personally and professionally.
We are looking for an Assistant Facilities Manager for our Work Dynamics 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 Lisbon, Portugal covering other remote sites. The Assistant Facilities Manager will assist the Regional Facilities Manager and EMEA Account Director in leading a vendor group to manage the tactical delivery for the assigned properties. These properties are based in Portugal, Finland and The Netherlands.
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 Regional 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
Communicate in professional manner, taking the audience into account
Support Client Exec Assistant in preparation of Meeting & training rooms for Visitors or Employees in all buildings
Procurement & Vendor Management
Support vendors including hard and soft skills to deliver services on time and within budget
Support vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices
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 stationary & beverage stock levels are managed accordingly and within budget
Order of consumables (e.g. stationery, beverages, toilets and kitchen supplies etc where applicable to Workplace.)
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 CMO - 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
Ensure all escape ways are unobstructed and all material and goods are stored as per instruction at the assigned place, respecting safety recommendations for storing for items within JLL control
Supporting Cleaning and H&S Audits for JLL
Attending HSE Audits
Site Operations Management
FM management of the sites including but not limited to budgets, maintenance and operation

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