Facilities Manager

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Due to an internal relocation, we are looking for a Facilities Manager for our client sites in Edinburgh.

Reporting to the Operations Manager, the Facilities Manager will be responsible for managing all aspects of facilities services across two buidlings in close proximity in Edinburgh.

You will provide operational leadership and ensure the account objectives are met

You will be responsible for representing Jones Lang LaSalle in the local and regional business and real estate community in order to promote Jones Lang LaSalle’s reputation and capabilities to prospective tenants and clients.holder

Strong stakeholder management, with two direct reports, you will be managing the sites to deliver strong stakeholder management and improve the delivery on the contract.

There is the capacity to undertake and manage project works over time.

What this job involves

Budgeting / Reporting

Seek cost savings opportunities and efficiencies in line with values and service levels

Monthly review of accrual and variance reports as required by the Finance Team

Submit and track insurance, vendor, and landlord reimbursements

Supplier invoice approval

Generate access agreement requests from landlords.

Timely management of invoice exceptions (errors)

Obtain financial approval of work orders based on the account approval requirements

Align and consolidate reporting and review meetings with other regions.

Ensure that a programme of regular management reports are completed accurately and comprehensively to track operational and financial performance.

Compliance & Work Order Management

Oversee client’s locations with a proactive approach to work order management

Develop an asset management programme in line with warranty expirations

Develop, maintain and ensure safe execution of all planned maintenance activities to best practice or local legislative standards.

Work order management and small project management for assigned portfolio including a daily review of work orders (aging, SLA extensions, vendor action required, etc.)

Timely updating of work order system with accurate notes and statuses through completion of the tickets. Status management of tickets for individual property portfolio as well as the team portfolio

Adhere to SLA extension requests to align with KPI expectations and MSA

Adherence to comply with all contractual KPIs

Adhere to all processes

Contribution to innovation programs, including development of at least 2 best practices a year

Client Engagement & Vendor Management

To establish effective lines of communication with client staff across all managed sites and ensure service standards meet or exceed client expectations.

To establish close working relationships with service partners, review performance and ensure that the needs of the client are being met and to appraise the performance of the team.

Create a vendor database showing responsibility for all assets together with warranty and guarantee information.

Proactively manage all FM vendors and suppliers to a high service delivery and safety level.

Management of open tickets which have not been billed by the supplier, escalation as required for deficiencies based on account guidelines

Maintain a Single Point of Contact (SPOC) relationship with required vendor as assigned by Account Director or Supply Chain Team, performance management of vendors for work order tickets, dispute resolution, review of quotes for accuracy and completeness, management of preventative maintenance and recurring service tickets for on-time completion

Manage the supplier review process

Work with procurement to procure appropriate vendors as necessary

Identify supply chain savings and efficiencies

Projects

Oversee events and executive visits at assigned properties

Coordination of team holiday plans/schedules (where applicable)

Develop capital and retrofit recommendations for individual portfolio

Contribution to development and management of on-account processes

HVAC Asset management: determine the correct equipment is tracked and managed working with the account Programs manager to update changes

Manage any assigned pilot programs, reviewing bid renewals, and managing specific programs (fixtures, flooring, lighting, painting, etc)

Other Tasks

Establish contact and call-out details for fast rectification of any latent defects.

Be the central single point of contact for all client stakeholders

Liaise with Landlord and Landlord’s agents to ensure Lease obligations (tenant and landlord) are met

Inspect facilities and equipment to determine extent of service and equipment required. Recommend, justify, develop and coordinate with the Client team, projects that enhance the value of the building

Stock Management at the facilities

Transactions – review processes, initiate contact with brokers and co-ordinate with local client leaders and real estate transaction specialists (where required)

Understand space and location requirements - provide updates as required

Consistent to client brand values and focus - Utilise the client’s preferred practices to ensure their brand identify is maintained

Escalate client dissatisfaction or performance

Report and manage deliverables timely and accurately

Excellent written and verbal client facing communication

Collaborative and positive relationships with clients and peers

Contribute to account communications as required

Sound like you? To apply you need to be able to demonstrate the following skills and experience:

Excellent people skills and ability to interact with a wide range of client staff and demands

Knowledge of Occupational Safety requirementsStrong PC literacy and proven ability to manage daily activities using vario