Assistant Facility Manager

JLL


Date: 1 day ago
City: Dubai
Contract type: Full time
Responsibilities

  • People Management
  • Responsible for the Front of House operative(s) in Dubai and other MEA locations if necessary.
  • Manage the daily Customer Experience within reception and facility coordination and its impact to all BlackRock employees and visitors.
  • Assist in mentoring and enabling training & development of team members.
  • Ensure your team is fully informed about operational updates, processes, and account wide objectives so that they feel informed, involved, and supported.
  • Lead by example and be confident in influencing decisions and senior stakeholder teams
  • Customer Experience
  • Promote and support a first class and professional customer experience across all services lines, ensuring that customers are given a prompt and efficient service, and expectations are consistently exceeded.
  • Ensure procedural standards manual (SOPs) are kept up to date and the team adhere to them.
  • Address and resolve all internal / external client issues.
  • Pro-actively manage the day-to-day delivery of FM and FOH services to ensure a faultless environment for our customers and have full knowledge of all functions.
  • Be first point of contact for any escalations for the Front of House operative in relation to any issues / concerns.
  • Client/Stakeholder Management
  • Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels.
  • Key point of contact for internal and external clients including Landlord or Building FM providers.
  • Procurement & Vendor Management
  • Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works) and within the required budgets.
  • Ensure vendor KPI’s and SLAs are consistently achieved through periodic reporting and management meetings.
  • Support vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices.
  • Finance Management / Cost Control / Profitability
  • Assist in ensuring that the site’s financial operations are meeting targets and control requirements.
  • Manage the finance process from conception to completion within a timely manner and to an acceptable standard.
  • Submit Order Requests as necessary through Coupa.
  • Seek ways to reduce costs and improve operational standards.
  • Health & Safety Management
  • Implement and manage safety procedures to ensure the provision of a safe working environment.
  • Ensure compliance with statutory regulations on fire and health and safety standards.
  • Ensure all employees are aware of Hygiene, Health and Safety policies and Fire Regulations.
  • To record and report all accidents, good catches, and near misses within the location adhering to company procedures.
  • Ensure all equipment is well maintained and is in good working order.
  • Site Operations Management
  • Be aware of all projects which are happening within the portfolio that may have an impact on operational delivery, contract, or BlackRock risk.
  • Meet or exceed site Key Performance Indicators (KPI’s); monitor Service Level Agreements (SLA’s) monthly to identify potential challenges and plan corrective actions accordingly.
  • Manage work orders on the CMMS (Corrigo), where applicable, by looking ahead to upcoming deadlines and due dates avoiding unjustified extensions or overdue tickets. Work with vendors to ensure correct WO paperwork received and returned to maintain auditable process.
  • Risk Management
  • 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 and BlackRock business conduct by ensuring compliance with the firm’s guidelines, procedures, and strategies.
  • Adhere to Blackrock Security protocols, ensuring mandatory training is completed within deadlines and any escorting requirements are met.
  • Compliance / Reporting
    • Support compliance with Jones Lang LaSalle minimum audit and compliance standards in facility management, financial management and operational policies and procedures.
    • Carry out audits, assessments and inspections in line with JLL business management systems and standard processes, ensuring the actions database is updated on a regular basis.

    Additional Responsibilities:

    • To attend all location management meetings and any company meetings as required.
    • To take responsibility for contributing towards your own development, with the guidance of your line manager, and attending training courses as identified.
    • To act as a positive ambassador for the business.
    • To attend to any reasonable request made by the client, JLL, or BlackRock Management.

    You need to be able to demonstrate the following skills and experience:

    • Experienced in facilities, property management, or related field within a multi-site capacity.
    • Good knowledge and understanding of Mechanical, Electrical and Plumbing services.
    • Have competent Quality, Health, Safety and Environment skills to support implementation of soft service requirements, ideally with a recognised certification.
    • Able to demonstrate knowledge of local health and occupational safety requirements.
    • Experienced in dealing with facilities and vendor management for specialized services.
    • Confident in budget management and financial analysis
    • The ability to effectively deal with stressful situations.
    • A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language).

    Person Specification:

    • Confident in their approach with the ability to push back when challenged
    • Passionate about customer experience
    • Good presenter with a strong ability to coach and mentor others.
    • Flexible, adaptable, and proactive
    • A problem solver
    • Ability to build positive relations with colleagues, guests and clients.
    • Strong team player with a commitment to support their colleagues.
    • 5 years’ experience within a contract/project/facilities management team including staff management and HR preferred.
    • Computer Literate – good understanding and working knowledge of office software

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