FM Lead
Jones Lang LaSalle, IP, Inc
India, Mumbai
59d ago

FM Lead (Assistant Facilities Manager)

JOB DESCRIPTION TITLE

Assistant Manager - Facilities BUSINESS UNIT

Integrated Facilities Management LOCATION

REPORTING TO

Operations Manager, IFM DIRECT REPORTS

As assigned POSITION GOALS The Assistant Manager will have responsibility for the management of a wide range of issues, from strategic contracts management to input on day-

to-day operations. This Assistant Manager will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from client staff and arrangements pertaining to all operating expenditures.

This position will form a part of the team that will provide a professional, value-focused service aimed at meeting or exceeding the client expectations.

DUTIES & RESPONSIBILITIES Lead the JLL management team in the delivery of facility management services.

Ensure that the maintenance services are delivered in line with the contractual commitments and within budgets.

Define the technical, commercial terms and conditions; define the operational scope and develop tender documents for Annual Maintenance Contracts.

Conduct competitive tendering exercise and identify suitable specialist subcontractors for the site, carry out comparative analysis and make recommendations to Client on the most appropriate subcontractors.

Develop Service Level Agreements and assist the Jones Lang LaSalle procurement department in closing Service Level Agreements between Jones Lang LaSalle and its vendors.

Evaluate the team deployed by Vendors on site to ensure correct level and scale of resources.

Assess Service Levels and Performance Indicators with the Client representative and define the mechanism to assess the performance levels of various subcontractors.

Assess performance of the subcontractors based on performance assessment criteria as agreed jointly between Client, Jones Lang LaSalle and its subcontractors.

Setting annual goals for generating savings in area of such as energy and cost of maintenance operations.

Ensure compliance of minimum wages acts for payments and statutory compliance through specialist professionals.

Advise Client on future year maintenance budgets as and when requested for.

Maintain all records related to the performance of facility management operations on Client site

Ensuring that the subcontractors are meeting their commitments on scheduled delivery of trainings.

Ensure that the subcontractors have a planned, structured and solution based approach to the delivery of maintenance services.

Analyse call outs to understand trends; undertake strategic initiatives to minimize the same.

Scheduled cross feedback from subcontractors and Client staff on our process to improve services level & satisfaction in organisation.

Train team members on all Quality policies & procedures.

Audit sub contractors on quality of materials & upkeep of the site.

Review the performance of Jones Lang LaSalle staff and conduct performance appraisals from time to time.

Interface with the Jones Lang LaSalle’s HR department and the Operations Manager and make recommendations for the future trainings given to the site facility management team.

Prepare and review the preventive maintenance register on a monthly basis and update the same to Jones Lang LaSalle Operations Manager.

Analyse call outs to understand trends; undertake strategic initiatives to minimize the same.

Liaison with the client Finance team

Interface with client and Jones Lang LaSalle finance department to raise client billing / invoicing and follow up with the client representatives for the payments.

Develop MIS reports for Jones Lang LaSalle’s management team and necessary client reporting.

Chair the monthly progress meeting during the absence of operations manager.

Duties are in accordance with the Scope of Work & include :

General Administration & Management :

Client & Business Unit Liaison

Team management including Vendor team (onsite personnel)

Prepare, submit and review Monthly Report to client

Preparation and submission of management reports / analysis as and when required by client

Expense tracking oversight and invoice management

Assistance to Client - FM for preparation of Annual Budget

Formulation and implementation of Policies & Procedures Including Annual Update of Operations Manual

Delphi+ update, Maximo implementation and management

Property Services, Routine & Ad-Hoc Maintenance

Oversee operation and maintenance of facilities; M&E matters, housekeeping, conference rooms, resolving operational issues, etc

Operational Risk Management

Update and implement Emergency Response plan; drills etc as required

After office hours facilities assistance response

Operational Audits and Compliance

Escalation of Incidents / Problems

Vendor & Contractor Management

Evaluate Vendor Procurement & Contracts Administration & Management

Moves, Adds & Change Management (MAC)

Oversee office churn / internal box moves

EMPLOYEE SPECIFICATIONS

  • Graduate in any discipline
  • 5 8 years experience in facilities management
  • Tertiary qualifications in building management and / or business desirable
  • Proven ability to function effectively as part of a team
  • Proven ability to initiate and follow through with improvement initiatives
  • KEY PERFORMANCE

    MEASURES Meet or exceed best practice in provision of services through contracts

    Establishment and adherence to policies & procedures, compliance deadlines for each of the tasks as advised by the Operation Manager.

    Effective management of the team. 00

    JOB DESCRIPTION Dated : Dated :

    Regular

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