Job Description

JLL supports the Whole You, personally and professionally.



Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.



Asst. Facilities Manager / Site lead



What this job involves:

The Asst. facilities manager will execute the following tasks;

• Manage the entire facilities function in the location and across facilities independently, under the guidance of City Account Lead (CAL).
• Take complete ownership for all activities pertaining to the daily operations of all aspects of facilities management function and provide timely feedback and updates to the CAL and follow instructions and timely revert with progress on works.
• Discharging responsibilities on whole gamut of administrative areas ranging from policy compliance by employees to vendor management, contract administration, inventory management, system security and safety of assets as well as personnel and adherence to legal requirements.
• Ensure all operating procedural documentation is updated at all times at agreed intervals, work proactively to ensure service enhancement is a constant endeavour, regular asset reconciliation and timely renewal of all service contracts regular contract reviews.
• Management and supervision of interior fit-outs, office design, and ergonomics.
• Take part in all fit-out projects pertaining to retro-fit jobs and office ergonomics - these include arranging ergonomic sessions and handling ergonomics and medical services.
• Provide guidance to all the various facilities service delivery team members that all budgeting has the right elements of spends adequately factored for all expenses.
• Manage a team of staff and contracted outsourced resources to discharge these responsibilities and will need to work closely with them.
• Engage in regular rhythm of holding meetings and documenting the actions, tracking and ensuring timely completion of assigned and agreed activities. Leading business engagement forums and ensuring these forums are well represented on behalf of the facilities management function and also to communicate progress on works and business engagement for facilitating collective task accomplishments and supporting business.
• Plan, organize, direct and control the work activities of the team members in order to provide prompt and efficient services to internal customers and key stakeholders.
• Chair regular team meetings and help assist the team to better manage their actions and responsibilities being their guide to help accomplish their tasks.
• Responsible for ensuring facilities management, including utility operation and maintenance, for all offices in the location.
• Be responsible for all FM utility operations including fabric and facility upkeep extending to office equipment management.
• Responsible for the overall functioning of critical infrastructure set up including security systems.
• Be responsible to ensure that the critical equipment's installed are being managed, operating and with no risk to its operations.
• Ensure healthy and hygienic operation of canteen / cafeteria through identified vendor / contractor.
• Ensure the canteen and cafeteria operations is managed proactively - ranging from menu planning, to food testing, to channeling employee feedbacks and conducting regular food festivals as appropriate.
• Ensure a vendor tracker and contract management tool is prepared maintained and updated at regular intervals - work proactively to continuously create vendor alternates and keep evaluating "value for money/service" deals on all fronts of the facilities vendors services areas.
• Collaborate with the procurement central team in finalization with selected vendors / contractors.
• Continuously work with the sourcing team to create viable options for vendors and keep a check on service aspects of all service contracts. This includes proactively identifying service areas where we need to engage new vendors or renegotiate contract service terms. This should be led from the front.
• Analyzing the need, developing and executing the support systems and putting in place required systems for services like safety, housekeeping, preventive maintenance, pantry operations, reprographics, and office stationery and parking management.
• Ensure the transport services in all respects are functioning effectively and all compliances are being adhered.
• Undertake regular timely audits and prepare action plans for the teams to implement and action.
• Responsible for complete arrangements for annual events, conferences, seminars and other functions of the client organises
• Adhere and manage formal review mechanism for service delivery by various service partners and submit MOM's and KPI/SLA reports.
• Ensure a schedule is set with all service providers to review performance on a regular basis and this is done through structured review meetings at regular meetings.
• Responsible for all office space (on/offsite storage and workspace) management and related movement - including reporting of space utilization.
• Set up and manage regular rhythm of engagement with business to solicit service related feedbacks and issues and help address.
• Primary responsibility of scheduling and leading business engagement forums holding feedback sessions and preparing an action plan basis feedback received - work with the team to accomplish tasks as a result of feedback received and communicate back to the business with deadlines. Including the top priority list action plan.
• Risk management, disaster scenario planning, emergency response training.
• Prepare a BCP plan for facilities and keep it updated at all times and educate the all team members.
• Ensure all feedback received by the facilities team and is reverted to all stakeholders with a action plan , closure date and updated status till the same are not closed to the satisfaction of the users.
• Close team work with other support functions from IT, HR and Finance.
• Hold regular information exchange and collaborative sessions to ensure there is a cohesive environment created and an environment of team work. This should also include regular meetings with the key support functions and documentation actions agreed and following them through with a closure.
• Vendor management, work stream budget management and procurement of vendors for the above works.
• Ensure all work stream budget is maintained and controlled. Any major deviations or accruals should be raised in time.


Performance Measurement:

Performance will be measured in terms of employee satisfaction levels and business acceptance of delivering services with established and agreed service delivery matrix, innovation and continuous improvements, zero business disruption, tracking to budget and maintaining accurate accruals, client satisfaction, savings, goal setting, reporting, tracking and delivery for example;

• Meeting our agreed SLA's


Sound like the job you're looking for? Before you apply, it's also worth knowing what we are looking for



Experience, Skills and Knowledge Required:

• Demonstrate ability to communicate effectively and professionally at all levels
• Proven ability to manage priorities and time to ensure that deadlines are met
• Strong organizational skills and the ability to manage multiple tasks autonomously
• Passion for providing superior service with a focus on quality
• Demonstrate and ensure to instil a culture in the team that match our 'I am JLL' core behaviors and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer
• Willingness to help and support others
• High level of motivation, proactivity and a positive outlook
• The individual should have relevant overall experience in FM for a minimum of 12-15 + years.
• MBA/Graduate with appropriate corporate experience.
• Should have managed teams both insourced and outsourced across multiple facilities.


Other Personal Characteristics

• Demonstrated superior people management skills - ability to lead team effectively, train them well, and promote open, constructive and collaborative relationships at all levels.
• Strong communicator - Good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener.
• Passion for quality - has an eye for detail to make sure the best delivery of services.
• Self-motivated; confident & energetic.
• Ability to effectively deal with stressful situations.
• Flexible - able to adapt to rapidly changing situations.
• Strongly goal-oriented - able to focus on meeting all performance targets.
• Is a team player - able to cooperate and work well with others to meet targets.
• Proven ability to initiate and follow through with improvement initiatives.
• Exhibits honesty & trustworthiness.
• Open to new ideas & willing to challenge status quo.


A relationship builder

• Client Satisfaction and cost effectiveness;


Continuous improvement in the following: - Morale and satisfaction of employees under management. Client satisfaction; Identification of process improvement for the Clients.

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



Personalized benefits that support personal well-being and growth:



JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.



About JLL -



We're JLL--a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.



Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.



Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.