JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Due to an internal relocation, we are looking for a Facilities Manager for our client sites in Edinburgh.
Reporting to the Operations Manager, the Facilities Manager will be responsible for managing all aspects of facilities services across two buidlings in close proximity in Edinburgh.
You will provide operational leadership and ensure the account objectives are met
You will be responsible for representing Jones Lang LaSalle in the local and regional business and real estate community in order to promote Jones Lang LaSalle’s reputation and capabilities to prospective tenants and clients.holder
Strong stakeholder management, with two direct reports, you will be managing the sites to deliver strong stakeholder management and improve the delivery on the contract.
There is the capacity to undertake and manage project works over time.
What this job involves
Budgeting / Reporting
Seek cost savings opportunities and efficiencies in line with values and service levels
Monthly review of accrual and variance reports as required by the Finance Team
Submit and track insurance, vendor, and landlord reimbursements
Supplier invoice approval
Generate access agreement requests from landlords.
Timely management of invoice exceptions (errors)
Obtain financial approval of work orders based on the account approval requirements
Align and consolidate reporting and review meetings with other regions.
Ensure that a programme of regular management reports are completed accurately and comprehensively to track operational and financial performance.
Compliance & Work Order Management
Oversee client’s locations with a proactive approach to work order management
Develop an asset management programme in line with warranty expirations
Develop, maintain and ensure safe execution of all planned maintenance activities to best practice or local legislative standards.
Work order management and small project management for assigned portfolio including a daily review of work orders (aging, SLA extensions, vendor action required, etc.)
Timely updating of work order system with accurate notes and statuses through completion of the tickets. Status management of tickets for individual property portfolio as well as the team portfolio
Adhere to SLA extension requests to align with KPI expectations and MSA
Adherence to comply with all contractual KPIs
Adhere to all processes
Contribution to innovation programs, including development of at least 2 best practices a year
Client Engagement & Vendor Management
To establish effective lines of communication with client staff across all managed sites and ensure service standards meet or exceed client expectations.
To establish close working relationships with service partners, review performance and ensure that the needs of the client are being met and to appraise the performance of the team.
Create a vendor database showing responsibility for all assets together with warranty and guarantee information.
Proactively manage all FM vendors and suppliers to a high service delivery and safety level.
Management of open tickets which have not been billed by the supplier, escalation as required for deficiencies based on account guidelines
Maintain a Single Point of Contact (SPOC) relationship with required vendor as assigned by Account Director or Supply Chain Team, performance management of vendors for work order tickets, dispute resolution, review of quotes for accuracy and completeness, management of preventative maintenance and recurring service tickets for on-time completion
Manage the supplier review process
Work with procurement to procure appropriate vendors as necessary
Identify supply chain savings and efficiencies
Projects
Oversee events and executive visits at assigned properties
Coordination of team holiday plans/schedules (where applicable)
Develop capital and retrofit recommendations for individual portfolio
Contribution to development and management of on-account processes
HVAC Asset management: determine the correct equipment is tracked and managed working with the account Programs manager to update changes
Manage any assigned pilot programs, reviewing bid renewals, and managing specific programs (fixtures, flooring, lighting, painting, etc)
Other Tasks
Establish contact and call-out details for fast rectification of any latent defects.
Be the central single point of contact for all client stakeholders
Liaise with Landlord and Landlord’s agents to ensure Lease obligations (tenant and landlord) are met
Inspect facilities and equipment to determine extent of service and equipment required. Recommend, justify, develop and coordinate with the Client team, projects that enhance the value of the building
Stock Management at the facilities
Transactions – review processes, initiate contact with brokers and co-ordinate with local client leaders and real estate transaction specialists (where required)
Understand space and location requirements - provide updates as required
Consistent to client brand values and focus - Utilise the client’s preferred practices to ensure their brand identify is maintained
Escalate client dissatisfaction or performance
Report and manage deliverables timely and accurately
Excellent written and verbal client facing communication
Collaborative and positive relationships with clients and peers
Contribute to account communications as required
Sound like you? To apply you need to be able to demonstrate the following skills and experience:
Excellent people skills and ability to interact with a wide range of client staff and demands
Knowledge of Occupational 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
Knowledge of critical facilities and a understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)
Collaborate with JLL on site Teams and Management in other regions to create a One Team approach to share innovation and new ideas consistently across the IFM accounts
Knowledge and experience in Facilities Management
Proven capacity to understand and interpret commercial contracts
Budget management and financial analysis skills
Strong communicator – Good presentation skills and possesses strong verbal & written communication skills also an active listener
Passion for quality – has an eye for detail to make sure the best delivery of services
Self-motivated; confident & energetic - excellent time keeper
Able to work independently and use own initiative
Ability to effectively deal with stressful situations and remain calm under pressure
Flexible – able to adapt to rapidly changing situations and able to address and respond to urgent issues which may take place out of business operating hours
Strongly goal-oriented – able to focus on meeting all performance targets
Is a team player – able to cooperate and work well with others to meet targets
Proven ability to initiate and follow through with improvement initiatives
Able to work across regions to ensure a globally consistent high level of service
Exhibits honesty & trustworthiness, open to new ideas & willing to challenge status quo
Makes tough, timely decisions to ensure focus is on what is most important
Tertiary qualification in facilities management, building, business or other related field &/or 3-5 years’ experience in facilities, property management, hospitality or related field
Experience working across multiple client sectors
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If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
