Assistant Facilities Manager

4 meses atrás

Lisboa, Portugal JLL Tempo inteiro

JLL empowers you to shape a brighter way .

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

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 Respond to requests and e-mails in a timely manner Communicate in professional manner, taking the audience into account  Respond to requests and e-mails in a timely manner 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 operations, contract services, purchasing of material(s), equipment & supplies, occupancy services and helpdesk Implement Industry Best Practice operations Assist and monitor to ensure all building procedures and performance measures are maintained at all times Ensure all Critical Environment (CEM) requirements are met Seek ways to reduce costs and improve operational standards Incoming mail: distribution to various buildings and Reception in bldg.6 - oversee deliverables to/from Bldg.6  Coordinate works within the buildings, granting access and authorizations from all involved areas in Synopsys and RSOC  Fruit supplies & distribution/maintenance in Lisbon 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  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:

Experienced in facilities, property management, hospitality or related field Able to demonstrate knowledge of local health and occupational safety requirements Experienced in dealing with critical facilities and vendor management for specialized services Able to demonstrate proven capacity to understand and interpret commercial contracts Highly experienced in budget management and financial analysis Able to demonstrate superior people management skills Proficient in MS Office 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 at jll.com/careers.

Location:

On-site –Lisbon, PRT

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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