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Assistant Post Facility Manager, FCO

Reporting Relationships

Direct Manager: Post Facility Manager

Responsible for: Account team leadership with indirect people management of site and service staff

Role Summary

The Assistant Post Facilities Manager will assist the Post Facilities Manager to manage the tactical delivery for assigned sites and be the onsite key point of contact for Post staff and client stakeholders in the absence of the Post Facilities Manager. The responsibilities will include site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

Responsibilities

The Assistant Post Facilities Manager will be responsible for:

• People Management (including vendor management)

  • Provide coaching and direction to team to develop and sustain a high quality, well-motivated team; provide oversight and management to the team as a backup for the Post Facilities Manager

  • Drive staff morale, trust and work ethic amongst site team by fostering an environment that supports teamwork, cooperation, and performance excellence

  • Assist in mentoring and enabling Training and Development of team members

  • Manage multiple vendors (including hard and soft skills) to deliver services on time and within budget

  • Assist the JLL Procurement Team in the vendor procurement processes in accordance with agreed Commonwealth procurement rules as well as JLL’s procurement best practices

  • Achieve Key Performance Indicators and Service Level Agreement targets

• Client/Stakeholder Management

  • Deliver excellent customer service to meet client’s onsite expectations

  • Build and develop effective relationships with the Posts’ key stakeholders and be demonstrate comfort working across all levels

o   Monitor procedures to ensure service delivery meets contractual obligations and standards and client expectations

• Finance and Commercial Management

  • Ensure that the site’s financial operations are meeting targets and control requirements

  • Assist and monitor financial processes to ensure account payable procedures are followed at all times

  • Ensure that all contracts are professionally delivered at the right cost and in line with the JLL Code of Ethics;

  • Monitor expiry of contracts and initiate re-procurement if needed;

o   Continually assess contracts to ensure best value delivered to the client

• Health and Safety Management

  • This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers, contractors and visitors ensuring they comply with the requirements of the health and safety guidelines, policies and rules

  • Review contractor Safe Work Method Statements (SWMS) prior to works being undertaken on site 

• Site Operations Management

  • Implement Industry Best Practice operations

  • Assist and monitor to ensure all building procedures and performance measures are maintained at all times

  • Ensure all Critical Environment (CEM) requirements are met

  • Seek ways to reduce costs and improve operational standards

o   24/7 emergency call support and site attendance as and when required

• Risk Management

  • Ensure the JLL Operational Risk Management (ORM) program is implemented and maintained

  • Support the implementation and monitoring of disaster recovering and business continuity plans

  • Follow established escalation procedures and incident reporting procedures

  • Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies

Core Competencies

The Assistant Post Manager will demonstrate the following competencies:

■      Knowledge of local health and occupational safety requirements

■      Knowledge of functionality of critical facilities

■      Knowledge of vendor management for specialised services

■      An understanding of fundamental technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)

■      Proven capacity to understand and interpret commercial contracts

■      Strong budget management and financial analysis skills

■      Client focus & relationship management

■      Project management and organisational skills

■      Problem solving and strategic thinking skills

■      Security clearance

Experience

■      Tertiary education in relevant field

■      Minimum of four (4) years of experience in high profile complex facilities, property management, hospitality or related field

■      Experience in or capability of working in a diplomatic environment

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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