Facilities Manager in Scotland

JLL empowers you to shape a brighter way. Our people at JLL 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.

Due to an internal relocation, we are looking for a Facilities Manager for our client sites in Edinburgh. Reporting to the Operations Manager, the Facilities Manager will be responsible for managing all aspects of facilities services across two buildings in close proximity in Edinburgh. You will provide operational leadership and ensure the account objectives are met. You will be responsible for representing Jones Lang LaSalle in the local and regional business and real estate community in order to promote Jones Lang LaSalle’s reputation and capabilities to prospective tenants and clients.

• Budgeting / Reporting
  • Seek cost savings opportunities and efficiencies in line with values and service levels
  • Monthly review of accrual and variance reports as required by the Finance Team
  • Submit and track insurance, vendor, and landlord reimbursements
  • Supplier invoice approval
  • Generate access agreement requests from landlords
  • Timely management of invoice exceptions (errors)
  • Obtain financial approval of work orders based on the account approval requirements
  • Align and consolidate reporting and review meetings with other regions
  • Ensure that a programme of regular management reports are completed accurately and comprehensively to track operational and financial performance
• Compliance & Work Order Management
  • Oversee client’s locations with a proactive approach to work order management
  • Develop an asset management programme in line with warranty expirations
  • Develop, maintain and ensure safe execution of all planned maintenance activities to best practice or local legislative standards
  • Work order management and small project management for assigned portfolio including a daily review of work orders (aging, SLA extensions, vendor action required, etc.)
  • Timely updating of work order system with accurate notes and statuses through completion of the tickets
  • Status management of tickets for individual property portfolio as well as the team portfolio
  • Adhere to SLA extension requests to align with KPI expectations and MSA
  • Adherence to comply with all contractual KPIs
  • Adhere to all processes
  • Contribution to innovation programs, including development of at least 2 best practices a year
• Client Engagement & Vendor Management
  • To establish effective lines of communication with client staff across all managed sites and ensure service standards meet or exceed client expectations
  • To establish close working relationships with service partners, review performance and ensure that the needs of the client are being met and to appraise the performance of the team
  • Create a vendor database showing responsibility for all assets together with warranty and guarantee information
  • Proactively manage all FM vendors and suppliers to a high service delivery and safety level
  • Management of open tickets which have not been billed by the supplier, escalation as required for deficiencies based on account guidelines
  • Maintain a Single Point of Contact (SPOC) relationship with required vendor as assigned by Account Director or Supply Chain Team, performance management of vendors for work order tickets, dispute resolution, review of quotes for accuracy and completeness, management of preventative maintenance and recurring service tickets for on-time completion
  • Manage the supplier review process
  • Work with procurement to procure appropriate vendors as necessary
  • Identify supply chain savings and efficiencies
• Projects
  • Oversee events and executive visits at assigned properties
  • Coordination of team holiday plans/schedules (where applicable)
  • Develop capital and retrofit recommendations for individual portfolio
  • Contribution to development and management of on-account processes
  • HVAC Asset management: determine the correct equipment is tracked and managed working with the account Programs manager to update changes
  • Manage any assigned pilot programs, reviewing bid renewals, and managing specific programs (fixtures, flooring, lighting, painting, etc.)
• Other Tasks
  • Establish contact and call-out details for fast rectification of any latent defects
  • Be the central single point of contact for all client stakeholders
  • Liaise with Landlord and Landlord’s agents to ensure Lease obligations (tenant and landlord) are met
  • Inspect facilities and equipment to determine extent of service and equipment required. Recommend, justify, develop and coordinate with the Client team, projects that enhance the value of the building
  • Stock Management at the facilities
  • Transactions – review processes, initiate contact with brokers and co-ordinate with local client leaders and real estate transaction specialists (where required)
  • Understand space and location requirements - provide updates as required
  • Consistent to client brand values and focus - Utilise the client’s preferred practices to ensure their brand identity is maintained
  • Escalate client dissatisfaction or performance
  • Report and manage deliverables timely and accurately
  • Excellent written and verbal client facing communication
  • Collaborative and positive relationships with clients and peers
  • Contribute to account communications as required

Sound like you? To apply you need to be able to demonstrate the following skills and experience:

• Excellent people skills and ability to interact with a wide range of client staff and demands
• Knowledge of Occupational Safety requirements
• Strong PC literacy and proven ability to manage daily activities using various systems
• Demonstrated experience with continuous improvement initiatives (highly desirable)
• Knowledge of vendor management for specialized services
• Knowledge of critical facilities and an understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)
• Collaborate with JLL on site Teams and Management in other regions to create a One Team approach to share innovation and new ideas consistently across the IFM accounts
• Knowledge and experience in Facilities Management
• Proven capacity to understand and interpret commercial contracts
• Budget management and financial analysis skills
• Strong communicator – Good presentation skills and possesses strong verbal & written communication skills also an active listener
• Passion for quality – has an eye for detail to make sure the best delivery of services
• Self-motivated; confident & energetic - excellent time keeper
• Able to work independently and use own initiative
• Ability to effectively deal with stressful situations and remain calm under pressure
• Flexible – able to adapt to rapidly changing situations and able to address and respond to urgent issues which may take place out of business operating hours
• 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
• Able to work across regions to ensure a globally consistent high level of service
• Exhibits honesty & trustworthiness, open to new ideas & willing to challenge status quo
• Makes tough, timely decisions to ensure focus is on what is most important
• Tertiary qualification in facilities management, building, business or other related field &/or 3-5 years’ experience in facilities, property management, hospitality or related field
• Experience working across multiple client sectors

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!