Assistant Facilities Manager

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 92,000 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 honoured 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.

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!

JOB TITLE: ASSISTANT FACILITIES MANAGER

REPORTS INTO: SENIOR FACILITIES MANAGER

ABOUT THE ROLE:

A multi-disciplinary Assistant Facilities Management role responsible for supporting the delivery of contracted services within a large client Dublin site.

The Assistant Facilities Manager will be responsible for delivering an exceptional client service, contract delivery, management of all hard and soft services, financial management, and act as ambassador of the JLL team on site.

KEY RESPONSIBILITIES:

• Day-to-day site management activities including site functionality, escalation management, planning and Client satisfaction
• Support Building Management Systems, creating and managing Preventative Planned Maintenance schedules, using and monitoring relevant task systems, Environmental Health and Safety and Quality Compliance, etc. as required
• Collecting and monitoring the Operation and Maintenance Manual, warranties, Asset and Life Cycle Registers, and whatever else is required to ensure maintenance is delivered at the required times
• Ensuring compliance with JLL and Client policies, and procedures including statutory compliance and standard operating procedures
• Managing budget and spend ensuring alignment with JLL and Client policies and procedure, including creating Purchase Orders, processing invoices, managing service charges, rates, rent, insurance, local taxes as applicable to the site
• Delivery or delegation of service requests to ensure all requests are actioned within the agreed timeframe meeting Key Performance Indicators and Service Level Agreements
• Ensuring office housekeeping and cleanliness is delivered to the highest standard, working closely with cleaning vendors, monitoring works and conducting audits
• Supporting the Facilities Manager with delivering facilities projects, fitouts and crisis management activities on site
• Ensuring timely project solutions are made, risks are identified, and lessons learned, documented and shared
• Building relationships with both internal and external customers including the building landlord, partners and vendors to ensure the best Client experience
• Communicating efficiently to keep the Client and management team informed of any elevated risks or events, as necessary
• Providing leadership, direction and mentoring the JLL team and vendors on site to promote a positive and engaged team culture with a focus on excellent customer experience delivery
• Working in accordance with health and safety measures and promoting best practice amongst colleagues, contractors and vendors at all times
• Conducting risk assessments and following safety protocols
• Managing and reviewing health and safety documentation to ensure compliance and safety on site
• Managing the Facilities team, supporting the team’s objectives, goals and growth
• Assisting the Senior Facilities Manager in ad-hoc duties as required
• Supervising and monitoring team’s day to day work
  
  

• On a daily basis you will be working across a large office site
• The main business language spoken in our offices is English.
• The role will be structured on a shift basis over a 5-day week Monday to Friday
• On occasion you may be required to work weekends or bank holidays, this will be arranged in advance and in accordance with the rota
  
  

• You have direct facilities Management experience delivering combined hard and soft services
• You have experience using a Computerized Maintenance Management system for managing Preventative Planned Maintenance
• You have experience managing a team/ people management skills
• You have knowledge of in-country requirements related to building regulations, H&S, contractors, statutory regulations, etc
• You have experience in project Management or team delivery (desired, not essential)
• You can meet tight deadlines and work efficiently and collaboratively as part of a team to solve problems with professionalism and service focused approach
• You keep up to date with industry trends and have direct experience or an interest in facilities management and customer service
• You are open and have good communication skills
• You strive for excellence in what you do and share ideas for improvement
• You are proficient with Word and Excel and have a keen interest in technology
• You are adaptable to work to requests and projects that may vary from day to day