Assistant Facility Manager

Position

Asst. Facility Manager

Business Unit

IFM

Reporting to

Facility Manager

Working Location

Client Site – LSEG

Role Summary

Responsible for coordinating FM service delivery for specified LSEG properties in order to meet

the SLA maintenance and service standards.

To support the Facilities Manager in any tasks related to the obligations under the contract.

Responsibilities

• Assist Facility Manager  in service delivery in accordance with client KPIs and SLA
• Developing and implementing building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems
• Ensuring an adequate supply of materials and services for the proper operation of the buildings
• Coordinate with Facility Manager & the Business Units on smooth operations
• Manage a program of daily inspections for the property to ensure correct building operations, energy conservation and cleanliness is upheld
• 24/7 emergency call support and site attendance is required. Flexibility and ownership of the overall operations.
• Recommend continuous quality improvement practices across the Pan India, ensuring initiatives in one country are followed up in the other parts of the Pan India to maximize the benefits to Client
• Cross functional coordination
• Innovation towards workplace excellence
• Create amazing User experience at the workplace and by creating user friendly processes.
• Manage the Ticket Management tool for the respective site and reach the KPI goals.
• Have a varied and creative thought process on various services and supplies for the users and site operations.
• Assist in space planning for the site and have knowledge on the site ops.
• Customer needs to be the priority factor and empathy towards the services is highly required.
• Work hand in hand with inter and intra functional teams for smooth transactions.

Risk Management

• Ensure full compliance with all local and governmental regulations and legislations
• Assist Facility Manager in ensuring site risk management programs including audits are implemented and maintained
• Adhere to escalation and incident reporting procedures

People Management/ Engagement

• Ensure high staff morale, trust and work ethics
• Coordinate with the Facility Manager - on the implementation of FM Procedures and train FM staff
• Ensure an environment that supports teamwork, co-operation and performance excellence within team

Client/Stakeholder Management

• Proactively engage stakeholders to ensure that on site client’s expectations are met though high levels of customer service
• Build and develop effective client / stakeholder relationships across multiple levels of the organization
• Provide a cooperative environment with client and customers, ensuring  high levels of engagement
• Provide a positive environment where things do get done; providing flexibility and understanding how to say no, while still providing a service
• Proactively understand the customers/ employees needs and act on them before being requested

Finance Management

• Preparation of site operational budget for the financial year
• Forecast of monthly & quarterly expenses
• Adherence to the budget forecast and spend.
• Approvals in the JLL Finance tools.
• Invoice management.

Procurement & Vendor Management

• Ensure vendors are well-managed, delivering services on time and within budget
• Approvals of PO’s
• Understand the vendor procurement processes comply with agreed client procurement guidelines as well as JLL best practices

Other Key Activities

• Developing interesting & fun user engagement activities
• Cross site audit

Key Performance Measures

Compliance with service provision as detailed in the contract.

Compliance with the Health and Safety responsibilities.

High Customer Satisfaction rating as measured in regular surveys.

Compliance with Best Practice documentation.

Pursue continuous improvement

Reporting requirement

Prepare and collate IFM reporting as required and on a timely basis.

Prepare and collate Finance report as required and on a timely basis.

Prepare, track vendor cost as required for reporting.

Assist in track and prepare of budgets for approval.

Provide monthly services report to client.

Requirements

• Bachelor’s degree or equivalent work experience in Facilities Management with

management/technical emphasis.

• Minimum of 5 years industry experience required either in the corporate environment, facilities /hospitality or relevant field.

Personal Effectiveness

Provide an effective contribution to the team’s delivery.

Contributes via regular feedback, to the overall performance of the delivery team.

Works towards individual targets, monitor and manages individual performance.

Proactive and self-starter

Team player