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Facilities Manager

  • Location: Bristol
  • Salary: £45k - 55k per year
  • Job Type:Permanent

UK – West Midlands / South West

 

Candidate can mostly work remotely

 

What this job involves

 

Client / stakeholder relationships

  • Build positive, trusting working relationships with various stakeholders through continuous communication and collaboration:
  • Client Facilities Managers, Admin Assistants, and some client leadership stakeholders
  • Account Director, Facilities Managers, Site Coordinators, Mobile Engineering, EHS, Finance and other colleagues
  • Third-party FM services vendors
  • Acts as point of escalation for the client's Facilities Managers or Admin Assistants, resolve the issues raised and ensure clear communications back to the client regarding the actions taken
  • Manage regular meetings with client Facilities Managers and Admin Assistants on status of work requests, open issues and actions required
  • Manage regular supplier work status review meetings, holding suppliers to account for the quality and timeliness of their service delivery
  • Ensure all JLL, Integral and third-party supplier staff attending a client site adhere to the client code of conduct
  • Keep the JLL Account Director informed on important operations issues

Data / systems management

  • Manage work orders and aim to achieve on-time completion targets
  • Review new work requests received daily, request further information from client to clarify requirements, agree appropriate prioritization, assign to appropriate vendor, confirm planned attendance dates etc.
  • Resolve work order queries and delivery challenges to maintain planned completion schedules
  • Oversee receipt of work order status information from Mobile Maintenance and third-party suppliers to ensure good quality communications back to the client

Site operations management

  • Achieve client's service quality expectations contractual expected outcomes
  • Resolve challenges with delivery quality and work order completion timeliness
  • Manage annual small works program, securing and negotiating supplier quotations, confirming delivery timetables, planning site attendance dates and verifying quality of finished works
  • Oversee Mobile Maintenance delivery and manage third-party supplier services – find solutions for challenges and drive implementation quickly
  • Support investigation reports into major service delivery issues and manage corrective actions
  • Work closely with Mobile Maintenance and third-party suppliers to bundle multiple work orders together into a single site visit
  • Conduct site inspections to ensure sites and grounds are in good condition, EHS standards are maintained, and work orders have been satisfactorily completed. Work closely with client FMs to conduct joint site assessments
  • Seek ways to reduce service delivery costs whilst simultaneously improving operational service quality
  • Oversee Mobile Maintenance PPM completion & compliance paperwork availability.

Vendor management

  • Manage third-party suppliers to ensure operations expectations are met, scheduled services are performed satisfactorily, on-time work order completion is achieved and that client expectations are met
  • Hold formal supplier performance review meetings to assess supplier performance, identify and document any performance gaps, develop / agree / implement action plans to bridge the performance gaps and ensure the suppliers' services meet the client's expected outcomes
  • Proactively program-manage third-party suppliers' forward-scheduling of planned site works and reactive work orders, and align the schedule of vendor works with client FMs and Admin Assistants to maximize operational efficiency and find opportunities to reduce costs of delivery
  • Assist in managing third-party subcontract change control and formal subcontract administration
  • Help proactively identify and engage new suppliers required for small works or above-base on-demand works
  • Co-ordinate on-demand and small works cost proposals for review by the client FMs
  • Liaise closely with client FMs regarding small works quotes and site works delivery scheduling
  • Liaise with client FMs and Admin Assistants regarding third-party supplier performance and service improvement plans

Health & Safety

  • Ensure site services are performed in line with the company EHS policy and procedures
  • Manage good catch / near miss / incident reporting procedure
  • Ensure site compliance with statutory regulations, and follow-up management actions are completed as per report recommendations
  • Ensure site conditions provide a safe environment for Members
  • Proactively promote company's EHS program across all stakeholders

 

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

  • 5 – 7 years’ experience in Facilities Management, Property Management, or similar related field, ideally gained from a complex multi-site FM environment or large outsourced FM operation
  • 5 – 7 years’ experience of formal contract management of third-party supplier subcontracts, including managing formal performance reviews, service quality improvement action planning, and contract administration / change control
  • 3 – 5 years’ experience of managing people and / or team leadership experience
  • 3 – 5 years’ experience of managing FM budgets and controlling operational expense costs
  • Working knowledge of UK building legislative requirements and asset statutory compliance requirements
  • Outstanding client relationship management skills with great client focus
  • Highly articulate with ability to explain complex issues clearly and concisely
  • Outstanding CMMS FM work order management system skills
  • Strong Excel skills
  • Strong PowerPoint skills
  • Strong data analysis ability with great attention to detail
  • Bachelor’s degree in an engineering or FM / property-related discipline is a distinct advantage
  • Proven ability to manage multiple and complex operational matters simultaneously daily
  • Knowledge and understanding of basic technical aspects of facilities management and maintenance services is advantageous
  • Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively
  • Ability to deal with stressful situations effectively
  • Candidate must demonstrate high velocity & speed of response and a proactive, 'can-do' attitude
  • Positive, solution-oriented communications and a willingness to take responsibility.