Lead Facility Manager

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.

MAJOR RESPONSIBILITIES

Team Structure： JLL team has 2 staff （Lead FM, Facilities Coordinator）

Working location:  Visa Office (3 min walk from Tokyo Yaesu exit)

With remote managed role for Korea and Mongolia

POSITION GOALS

To provide comprehensive facility, contract and procurement management with a focus on Workplace Experience and continuous operational improvement.  To achieve financial and other SLA’s and KPIs established by the Client and the JLL Account Management team. Delivery of services in accordance with Client’s SOW’s for Facilities Management, EHS, Procurement and Critical Environment.

DUTIES AND RESPONSIBILITIES

Workplace Manager must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract. He or she will also be the overall owner of the site operations

Procurement and Vendor Management

·         Manage the vendor procurement and management practices of the various Client sites, ensure renegotiation and tendering, including tender documentation; evaluation of tenders and preparation of contracts is in accordance with agreed client and/or procurement guidelines.

·         Benchmark services across properties within the country.

·         Administer the virtual approval process for contract execution

·         Coordinate and monitor the contractor management program

·         Ensure compliance of vendor to JLL ethics

Facilities Operations

·       Implement a comprehensive energy management program

·       Implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems. Regional consistency will be of importance.

·       Manage the Preventive and Planned Maintenance programme to minimise maintenance, repair and replacement costs together with minimising the risk of plant failure.

·       Ensure that the team liaises closely with the Regional Operations procedures to ensure service standards are maintained and met

·       Recommend continuous quality improvement practices across the region, ensuring initiatives in one country are followed up in the other parts of the region to maximize the benefits to Client

·       Implement, comply with and audit all internal management systems, for quality assurance

·       Ensure all Critical Environment (CEM) requirements are consistently met.

·       Ensure all Reactive Maintenance is completed as per the agreed timeframes.

·       Ensure all Financial Management requirements are completed in a timely and accurate manner.

·       Ensure all Vendor partner deliverables are delivered, measured and evaluated

·       Ensure KPI core card is consistently Green

Risk Management

·       Ensure coordination of a property risk management program which identifies major property risks including occupational health and safety, fire safety and essential services and environmental.

·       Ensure data integrity of all information loaded into systems and comply with the audit process from time to time

·       Ensure development of guidelines and strategies to protect health and safety of staff and others, protect Client and JLL reputations.

·       Ensure disaster recovery and business continuity planning is exercised, implemented, maintained and reviewed regularly

·       Ensure escalation procedures are in place and observed for incident and problem reporting including advice to JLL & Client Regional Managers and insurance company.

·       Ensure all local Regulatory Compliance are complied

Profitability/ Savings Initiatives

·       Develop potential initiatives and strategies that lead to cost savings and service improvement are consistently implemented

·       Develop/create Value engineering initiatives program

Customer Service / Client Relationships:

·       Main focus will be for Workplace Experience to be satisfactory for client stakeholders, staffs and visitors

·       POC to Evaluate service response time and analyze occupants’ service request trends and suggestions

·       Pro-actively develop and manage client/business unit relationships ensuring that the expected service levels are achieved across the region.

·       Lead by example and groom the team in achieving maximum client satisfaction level

Reporting:

·       Ensure that the team delivers meaningful inputs in the development of monthly management reports.

·       Lead in monthly & Quarterly reporting for Client presentation & acceptance

Training:

·       Ensure the team is well trained on all facilities policies, procedures and systems. Work closely with the JLL senior Account management team to devise new and innovative methods of learning built around skill development, leadership and succession planning

·       Ensure JLL HR and JLL EOS FM competency training are delivered

·       Ensure JLL Ethics training is implemented and Ensure compliance to JLL Ethics program

Leadership / Staff Management:

·       Actively encourage an environment that supports teamwork, co-operation & performance excellence

·       Act as Leader and a coach for the team ensuring high staff morale, trust and work ethics.

KEY PERFORMANCE MEASURES and KEY

·         Refer to the Individual Performance Agreement (IPMP) for Key Performance Measures.

·         Ensure the KPI Targets for the Account are met

COMPETENCIES

·       Great Interpersonal skills with a strong client focus.

·       Team Leader with line management skills and the ability to delegate

·       Strong Technical comprehension and experience with performance based service contracts and vendor management

·       Strong/Knowledgeable in Critical Environment  Management

·       Strong in Health,  Safety and Environmental compliance

·       Strong in Administration and good Financial acumen

·       Process Oriented

·       Strong  in budget management and financial analysis

·       Strong Demonstrated initiative

·       Excellent written and oral communication skills

·       Strong analytical skills

·       At least 5- 10 years in Facilities/Property Management experience, with hospitality background is an advantage

·       Experience  HSE/PCO Practitioner is an advantage

Location:

On-site –Tokyo, Japan

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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