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Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

The Senior Facilities Manager (SFM) role has two primary functions:

To support their line manager in managing a designated FM team within a given client vertical to ensure that their team is sourced, trained, developed, and deployed appropriately, working closely with other FM Leads, as per the standards defined by JLL.

To be directly responsible for the provision of facilities services to occupiers in one or more managed properties to best practice standards defined by JLL. The SFM would be expected to understand the business objectives of the investment.

Team Structure

The SFM has line management responsibilities for FMs in the region and will be a key stakeholder for specified client group including Client Relationship Directors (CRDs), Contract Directors (CDs), Management Services, Client Financial Services (CFS) and will take direction from their line manager.

Key Responsibilities and Deliverables

People Management           

Supporting their line manager to ensure the smooth transition of properties into management within your team as defined by JLL Policy, Process and Procedures on the PAM Process Hub Connect site including the transition of contracts from previous owners so to align with JLL Procurement Policy or agreed Client appointed suppliers’ work. manage the TUPE of staff in or out of your team working closely with their line manager / JLLR HR.

Be responsible for FMs and other site based JLLR employees in respect of their performance, training and development. identify and retain key talent by ensuring effective career development and mobility.

Complete year end assessments in collaboration and agreement with their line manager, this includes manage and set goals for employee performance and KPI’s.

Assist in recruitment and employee people management issues.

Act as mentor, where required, to designated FMs (i.e. those who require coaching and day to day guidance) and be responsible for their continuing development.

Support the IFM (Investor Facilities Management) central management team in respect of major initiatives (including functional initiatives), data collection and people management.

Ensure readiness for sale dealing with due diligence enquiries on disposal and lettings from a facilities perspective. assist in the delivery of 'Instinct' (customer experience) operational initiatives across your portfolio in close liaison with our service partners. 

Facilities (property/portfolio) Management 

Working closely and taking direction from their line manager take ownership and be responsible for delivering operational facilities related client KPIs as identified in the PMA (Property Management Agreement) and/or any other client agreed initiatives. 

To regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building. 

Inform Surveyors of any occupier matters that may influence valuation/investment considerations.

Report to Surveyors in accordance with an agreed procedure, ensuring their line manager is kept informed on matters relating to standards of facilities management. 

To work in accordance with established procedures in connection with JLLs out of hours cover and emergencies. 

To deliver the financial management of the property through the preparation of service charge budgets, the monitoring of agreed budgets to pre-defined cash limits, quarterly variance reporting and service charge reconciliation to agreed accounting practices. Also, to administer non-recoverable budgets. 

To understand the principal the principal terms of occupiers’ leases as they affect the facilities management of the property and the client’s obligations to provide services including clarity on the extent of the common areas.

In conjunction with the surveyors and their line manager, ensure the procurement of all suppliers and services at the property is undertaken in accordance with the JLLs PAM procurement program to ensure the highest standards for the best price. This will include the use of accredited Contractors only, usually based on framework agreements, and JLLs purchase ordering systems. 

Monitor contractor performance against agreed standards. Review service contracts as appropriate. 

Establish and maintain high quality health and safety arrangements, in accordance with best practice guidelines from central support under the JLLs risk management programme and their line manager. 

To ensure all risks identified in the independent Risk Assessment are properly addressed and to review risks as part of JLLs audit process and Site Compliance inspections. 

To work with other aspects of JLL's 'Socially Responsible Management' programme in relation to environmental & sustainability policies; to include water hygiene and asbestos monitoring etc. 

To ensure reactive maintenance and day-to-day service requirements undertaken in a timely and cost-effective manner. 

Be familiar with all heating, ventilating, mechanical and electrical equipment in each building and have a sound understanding of the purpose and general working of such equipment. To ensure maintenance contracts in place to cover O&M manual requirements. 

Assist and liaise with building surveyors/architects/consultants on major works and assist Surveyors to identify and arrange minor planned works. 

To maintain, test and implement disaster planning procedures to cover all emergencies. To organise and co-ordinate fire evacuation and bomb drills. 

Prepare site regulations and issue permits to work for all contractor activities on site. 

To ensure that on-site management of the properties is undertaken in accordance with JLLs polices, processes and procedures as defined on the PAM Process Hub site (Connect). 

Assist in the submission of insurance claims relating to incidents on site and manage the obtaining of quotes and/or works at site as instructed by the insurers or loss adjusters. 

Ensure readiness for sale of relevant individual properties dealing with due diligence enquiries on disposal and lettings from a facilities perspective. 

Establish and maintain proper site records in accordance with best practice rules.

Develop and maintain occupier handbooks as per defined standard for each site. 

Establish a regular inspection programme for each site in accordance with site insurance and regulatory requirements. 

Required Qualifications, Skills and Experience

Commercial awareness and ability to develop identified business improvement opportunities working with their line manager.

Solid stakeholder management skills and an ability to understand and relay business ideas.

Previous experience working for a company within the property industry or from a similar business line, with client facing experience or from a corporate FM background.

Be an advocate of change and supportive in driving operational business change.

IWFM / BIFM qualification and or similar in facilities operational management.

Preferably have IOSH.

Prior experience as operations manager or team leader. 

Strong organisation skills and excellent communication skills, both verbal and written driven to achieve results.

Knowledge of safety, quality, and cost risks.

Location:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email EMEATA@jll.com or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process.   Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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