Facilities Management

Duties & responsibilities

What this job involves –

• Relationship Management  (where applicable)
  • Proactively develop and manage the relationship with the occupier and client to ensure service delivery expectations are exceeded to facilitate works.
  • Manage service delivery of customer and property services to a portfolio of buildings as per the agreed scope of work.
• Property Compliance
  • Ensure compliance to all Essential Services, Building Code of Australia, Australian Standards, Disability discrimination Act, Occupational Health Safety & Environment, Environment and Risk Management Policies and Procedures and all other relevant regulations.
  • Undertake an annual inspection of each property to audit compliance with the health & safety management strategy.
  • Completing facility inspections, including interpreting data from held desk data within Clarify and assets information from 360 facility   
  • Complete site hazard identification audits and implement suitable remedy / control measures.
  • Complete general maintenance condition and asset condition evaluations to assist both short & long term property asset management.
  • Proactively manage property incidents and the associated reporting & remedial action in line with the agreed processes.
  • Management of OH&S consultants to ensure compliance with statute & best practice. E.g. the control of asbestos & the management of essential safety measures.
  • Input and assistance to the client in respect of external property compliance audits.

• Planned Maintenance Management
  • Schedule and manage building preventative maintenance programs.
  • Management of third party supplier relationship, service levels & compliance through regular management meetings.
  • Management & monitoring of contractor performance against planned maintenance programme and against key indicators and provide regular reports on contract and performance status
  • Assist in the review of engineering services contracts and provide recommendations for improvement.
  • Manage engineering and building maintenance contracts including mechanical, electrical, hydraulic, security and fire contracts.
  • Assist with collection of property information and responding to informational requests as necessary
  • Interface with tenants and vendors in daily operations of the buildings
• Non-routine Maintenance Management
  • Management of third party supplier relationship, service levels & compliance through regular management meetings.
  • Close liaison with JLL’s property service centre (PSC) in respect of work requests and associated non-routine maintenance works.
  • Competitive quotation management to deliver service value.
  • Monthly management reporting to monitor ‘work in progress’

• Financial Management
  • Management of service contract purchase orders to ensure prompt payment of supplier invoices.
  • Approval of invoice cost variations with contract schedules / non-routine work orders.
  • Management / resolution of unpaid supplier invoices over 45 days.
  • Monthly FM expenditure analysis and reporting to the national team / Account Teams.
  • Monthly monitoring & reporting of expenditure against the agreed capital works budget.
  • Quarterly forecasting of year end FM expenditure and reporting to the national team / Account Team.
  • Input to the annual FM budgeting process to deliver accurate and comprehensive budget numbers in line with the agreed timetable.
  • Prepare, manage and report on budget and expenditure for repairs and maintenance and capital works projects or facilities related issues, competed within specified timeframes and ensuring a full understanding of the portfolio spend in Facilities cost codes.
  • Liaise and manage PSC to ensure works are completed in a timely manner and in accordance with the budget.
  • Ensure new site data form is completed to ensure relevant information is provided to PSC, Engineering and Finance.
• Project Activity
  • Implementation and management of capital improvement projects as agreed with the Account FM Management contact
  • Assistance with state / national project works as reasonably required.
  • Administrative assistance with the clients change management process in respect of service isolations / business interruption.
• Other Duties
  • Provide relief coverage for Client Account Teams
  • Special purpose activities such as providing short term project works on behalf of Client Account teams.
  • Performs additional job duties as requested.

• General
  • To comply with JLL company wide and account specific policies & procedures.
  • To comply with Clients policies & procedures insofar as is required by the JLL Account and IFM On Demand teams.  
  • To work closely with the IFM On Demand and client account teams in the delivery of consistent service levels across the IFM accounts.
  • To provide a proactive contribution to the ongoing improvement of IFM On Demand.
  • Actively encourage an environment that supports teamwork, cooperation, performance excellence and personal success.
  • The occupant of this position may be on call after hours for emergency response and building maintenance issues.  The occupant of this position will be required to travel to facilities on National basis.
  • Utilise and maintain approved data bases to review and analyse data to ensure good understanding of portfolio and wherever possible adding value to client.
  • Provide advice and assistance in the implementation of sustainability initiatives and provide reports as requested