Assistant Manager - Property Management

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Assistant Manager, Property Management 

Work Dynamics

What this job involves: Roles and Responsibilities.

Being the bearer of engineering best practices

This role requires someone who can efficiently and effectively coordinate and support delivery of facilities management services from the landlord.

With such a lot at stake, you must have the ability to carry out and follow through on procedures that are vital in critical environments and general building services engineering services & maintenance, Janitorial services, pest control, waste management, efficiency  and compliance  etc. When you do site reviews, you'll keep a lookout for opportunities to develop, innovate, and share within the  team's programs that not only reduce costs, but also increase productivity. Spotting developments in international best practices and figuring out how to apply them locally is a constant, yet rewarding, challenge. This role also puts you in a unique position to promote our sustainability service strategies for achieving measurable improvements in energy use.

Bridging gaps in processes and controls

As a Subject Matter Expert, you'll contribute to the optimization of processes, tools and documentation. At the front of your mind at all times is the completion and compliance audit process. Keeping planned preventive maintenance programmers and service contracts in place and the work practices of contractors in check are also your mandate. 'Safety first' is your strapline and you'll do this by maintaining safety procedures, including crisis management or business continuity and emergency procedures at all times. Getting our site teams on board our risk management and mitigation initiatives will also fall on your shoulders.

Bringing new technologies

Technology is our prime focus to deliver best in class services to our client in real estate which focuses around the ESG goals, employee experience and Artificial Intelligence and machine learning. The role is supposed to provide the leadership to explore and bring new technologies for our clients.

Building Management

Responsible for and lead contact for the operational management of all site based FM services and for service quality and development. Ensures that statutory and corporate H&S standards are applied and adhered to in delivery of the FM service. Takes a strategic overview of the portfolio and prepares formal commissions and technical briefs to manage complex programs of work and projects, taking into account the impact on building occupants, staff and visitors and to minimize disruption to key areas of service delivery. Manage vendor contracts and maximize diverse vendor spending. Ensure all statutory requirements are met for building operations.

Property Inspections and Enhancements:

• Inspect properties and equipment to assess the extent of service and equipment required.

• Recommend, justify, develop, and coordinate projects aimed at enhancing the value of the buildings.

• Work with the Engineering and maintenance team to facilitate maintenance, repairs, or renovations. Obtain bids from outside contractors following client and JLL guidelines.

• Track projects, such as tenant improvements and major repair and maintenance projects. Review construction specifications or plans, seeking advice from relevant stakeholders.

Lease Administration and Tenant Relations:

• Support the Brokerage Team in the review of lease proposals and lease language.

• Manage the lease administration process, from reviewing lease proposals to coordinating tenant construction and preparing lease abstracts.

• Maintain an intimate knowledge of lease agreements, ensuring compliance from an accounting and operations standpoint.

• Act as the primary or secondary contact for tenants regarding tenant service requests and FM teams. Proactively meet with tenant representatives on a scheduled basis.

Performance Management

Initiates, reviews, and maintains a system of performance indicators for facilities, services and monitors and compares performance with other relevant public and private sector organisations. Responsible for planning and implementing measurable performance standards for all work undertaken by the facilities project managers. Manages and monitors current and future workload of the team to ensure that individuals are able to meet required timescales for individual projects and assignments.

Financial Management and Contracting:

• Prepare adjustments to the tenant billing process, demonstrating a strong understanding of CPI increases, CAM reconciliations, escalations, recoveries, special charges, etc.

• Tracking of utilities consumption , cost and efficiency of landlord equipment and support FM team.

Landlord and Developer Management 

• Service Monitoring : You'll monitor and maintain comprehensive service monitoring frameworks to ensure all property management deliverables meet agreed standards and client expectations. This includes implementing real-time monitoring systems, conducting regular service quality assessments, and maintaining performance dashboards that provide visibility into service delivery across all touchpoints. Your role involves continuous evaluation of service levels against established landlord KPIs and taking corrective action when performance gaps are identified.

• Governance and Compliance Framework: You'll oversee the implementation and maintenance of robust governance structures that ensure accountability, transparency, and effective decision-making across all property management activities. This includes tracking committees meeting, following escalation procedures, tracking compliance registers, and ensuring all activities are tracked, reported and escalated as required.

• Tracking the landlord deliverables: Tracking the landlord deliverables, identifying the gaps in the contract and recommending actions to get the best outcome.

• Asset Management Governance: Your role involves ensuring assets are managed in accordance with best practices, regulatory requirements by the landlord and outcomes are tracked and reported to client objectives while maximizing operational efficiency and minimizing client risks.

• Building Compliance: You'll oversee comprehensive building compliance management ensuring all facilities meet regulatory, statutory, and corporate requirements. This includes maintaining compliance calendars, conducting regular compliance audits, tracking certification renewals, and ensuring all building systems operate within prescribed parameters. Your role ensures buildings operate safely and legally while minimizing compliance-related risks.

• Risk Management: You’ll develop and implement comprehensive risk management frameworks that identify, assess, and mitigate operational, financial, and strategic risks across the facilities portfolio. This includes conducting regular risk assessments, maintaining risk registers, implementing mitigation strategies, and ensuring business continuity planning. 

• Data relevancy and documentation management: You'll oversee comprehensive data and documentation management systems that ensure accurate, accessible, and secure information management across all facilities operations. This includes implementing document control procedures, maintaining digital asset libraries, ensuring data integrity and security, and establishing version control protocols. You'll also manage reporting systems, maintain historical records, and ensure all documentation complies with regulatory requirements and client specifications while supporting operational decision-making through effective data analytics.

• Leadership Connect:  You'll establish and maintain strong leadership connections across all organizational levels, ensuring effective communication and alignment between senior leadership, operational teams, and landlords. This involves conducting regular leadership briefings, facilitating strategic planning sessions, managing escalations, and serving as a key liaison between different organizational levels. 

• Landlord connect : You'll serve as the primary liaison between tenants, property management teams, and landlords, ensuring seamless communication and coordination across all stakeholder groups. This involves managing landlord relationships, coordinating property-related decisions, facilitating discussions around building improvements and capital expenditures, and ensuring landlord requirements are effectively communicated and implemented. You'll also support coordinate property inspections with landlords, handle escalations, and ensure that landlord expectations align with operational delivery while maintaining strong collaborative relationships that benefit all parties.

Knowledge, Experience, Skills

• Substantial post-qualification experience of managing a corporate property portfolio

• Excellent excel skills and dash bord and program management to track the various activities and support FM teams.

• A good understanding of program management including ability to coordinate multiple stakeholders and prepare reports.

• Analytical skills, tracking and sound judgement

• A demonstrable commitment to achieving customer service excellence

• Ability to build and maintain excellent working relationships across a broad spectrum of internal and external stakeholders

• Demonstrable experience of managing and coordinating multi-disciplinary teams

• Ability to think, plan and act under pressure to meet deadlines and service priorities

• Persuasive communication and negotiation skills

• Excellent time management, organization and prioritization skills

• Experience of undertaking and reviewing elemental building condition surveys within large, occupied buildings

• Knowledge of statutory standards and requirements for the safe management of public buildings in respect to building repair, maintenance, and operation

• Knowledge of current contract standing orders, relevant legislation, and best practice, and of how these are applied in managing and operating buildings

Qualification & Experience

Graduation with 5 years or Diploma with 7 years’ experience in managing engineering functions in property and facility management. Person from engineering background with thorough knowledge in compliance, safety and engineering operations in managing commercial buildings. 

Excellent excel skills, dash board and good written and verbal communication.

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realize your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today!

Location:

On-site –Bengaluru, KA

Scheduled Weekly Hours:

48

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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