Facilities and Operations Officer in London

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. 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 Operations Manager (OM) should consider the occupiers to be "clients" as well as the owner-investor and is expected to understand the business objectives of the investment. The OM will be able to work with minimal supervision and capable of dealing with a high level of confidentiality. You will work well under pressure in a fast-paced environment and be a great team player with a concern for excellent quality of service.

• Assistant Facilities Manager (AFM) line management
• Mechanical and Electrical
• Project Management
• Security manned guarding
• Front-of-House reception
• Access/Security Control
• Help desk management
• Internal & external cleaning services, including window cleaning
• Waste management including recycling initiatives and preparation of regular reports
• Health, Safety & Environmental management
• Internal & external landscape management
• Building fabric maintenance & management
• Health & wellbeing event management

Ensuring the highest standards of management and maintenance for the estate are delivered with specific regard to expenditure and budgetary considerations for key service lines. This will include the use of accredited Contractors only, usually based on framework agreements and JLL purchase ordering systems. Monitor contractor performance against agreed standards. Review service specifications as appropriate (minimum of an annual review when budget setting).

In conjunction with the GM establish and maintain high quality Health & Safety and Environmental management practices for the property. Maintain and keep up-dated Health & Safety policies for the property, which also includes liaising with external consultancies for risk assessments and risk strategy reviews. Responsible for the up-keep and management of the HSE risk management system. Ensure all risks identified in the independent risk assessment are properly addressed and regularly review risks as part of JLL best practice and site compliance inspections.

Understand 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. Monitor and manage helpdesk personnel to ensure guests and clients always receive prompt and warm attention. Develop and maintain close working relationships with the Central London FM Client Lead and Asset Management teams and other JLL staff.

Undertake regular inspections of the estate to monitor servicing, maintenance and compliance standards; Liaison with contractors, service providers, consultants and specialists; Manage the life cycle and planned maintenance of fabric and services of the property (PMP). With the approval of the GM identify, organise and manage minor building works to the estate as may be required; assist in project management of major schemes as required to minimise disruption to occupiers.

Ensure adequate arrangements are formalised and provide for emergency and out-of-hours cover in line with JLL policy; Liaise with the Central London FM Client Lead and Asset Management teams to achieve uniformity of approach. Prepare site regulations and issue permits to work for all contractor activities on site. Organise and co-ordinate emergency evacuation drills (fire, bomb etc).

Assist in 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.

Key Skills & Qualifications

• Facilities management experience in the estate management of multi-let properties for Investors or for Corporate Occupiers or within hotels
• Strong mechanical & electrical biases and demonstrable understanding of the workings of building systems.
• Must excel in good contractor management to ensure a high standard of service delivery
• Some experience in managing service charge budgets, setting budgets and reconciling accounts.
• Excellent IT skills and working knowledge of Microsoft Office.
• Strong verbal and numerical skills and be comfortable with report writing.
• Ability to work independently with minimal supervision when necessary.
• Practical leadership
• Problem solving (analyses problems & seeks solutions from a variety of sources)

Desirable

• At least three years' experience in the management of investor properties at OM level.
• BIFM or RICS qualifications (or equivalent) and membership of BIFM
• Qualifications in Building Services.
• NEBOSH General Certificate and/or IOSH Managing Safely