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.
ResponsibilitiesThe 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
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;
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
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
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