Job Description

JLL empowers you to shape a brighter way

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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.

Responsibilities

Site Operations Management

Providing an excellent customer experience for all end customers, being confident, couriers and collaborative, providing thoughtful services by being authentic, caring, and timely. Develops a close working relationship with Client Key Stakeholders, Landlord, Managing Agents and all of the FM vendors to ensure that they fully understand the Client culture and become partners in delivering a high-quality service. Communicates in an open, honest, transparent manner at all times with the ability to tailor the message to specific audience and their needs. Support Events, Food & Beverage, Amenities, On site Activities & Concierge Services and relevant service providers locally. Monitors and ensures office housekeeping and cleanliness is delivered to highest standards and that incoming and outgoing post is managed in a timely efficient and customer orientated fashion in alignment with shipping procedures. Monitor PPM schedules, O&M's, warranties, Task System, Asset & Life Cycle Registers Responsible locally for Building Management Systems, PPM Schedules, Task System. Manage work orders on applicable CMMS by looking ahead to upcoming deadlines and due dates. Work with vendors to ensure correct WO paperwork received and returned to maintain auditable process. Acts as go-to person in relation to all facilities/project/fit out/crisis management activities on site ensuring prompt escalation to line manager and timely solutions identified with the removal of potential roadblocks. Ensure direct line manager is fully informed about operational updates, processes, and local site objectives so that they are informed. Meet or exceed site Key Performance Indicators (KPI's); monitor Service Level Agreements (SLA's) monthly to identify potential challenges and plan corrective actions accordingly. Conduct relevant site inspections and assessments to ensure all building procedures and performance measures are always maintained. Be prepared to change processes and procedures to improve building and facilities management as directed by line manager. Has ability to address minor technical repairs and is first point of contact relating to on site issues including out of hours escalations. Ensure procedural standards manual (SOPs) are kept up to date and adhered to. Be aware of all projects which are happening that may have an impact on operational delivery, contract or client risk. Leads by example and is confident in interactions, with senior client stakeholders and JLL team on site to promote engagement and excellence in customer services and delivery. Contribute to high team morale, trust and work ethics. Assist in mentoring and enabling Training and Development or Mentoring of fellow team members. Encourage collaboration and development of best practice among peers.

Vendor Management

Management of all JLL contractors on site to ensure they perform to the required standards (including inspection of vendors' works) Ensure vendor KPI's and SLA's are consistently achieved through periodic reporting and meetings. Support vendor procurement processes when required, in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices.

Finance Management

Manages spend and budget locally in line with agreed policies and procedures including the processing of PO's, invoices, budgets, service charges, rates, rent, insurance and local taxes etc. as applicable. Manage the finance process from initiation, approval, delivery, sign off and verification to ensure they are completed within a timely manner and to an acceptable standard.

Health & Safety, Quality and Sustainability.

Ensures compliance with JLL and client best practice, policies and procedures including statutory compliance, Quality and EHS compliance to ensure the provision of a safe working environment. Responsible for Health & Safety during events, including contractor supervision, reviewing of H&S documentation and working closely with the JLL Health & Safety Manager. To record and report all accidents, good catches, and near misses within the location adhering to company procedures. Manage the access to work (ATW) procedures, including collation of vendor Risk Assessments (RA), Method Statements (MS) and chemical data, where relevant. Initiate, review and approve site and contractor risk assessments & method statements (RA MS) when required. Ensure all equipment is well maintained and is in good working order.

NOTE: All details are provided for guidance only and do not necessarily limit the responsibilities and accountabilities of the role

Requirements

Ability to build and maintain strong Client/Landlord/Customer relationships. Passionate about customer experience. Ability to take ownership, and passion to win, and a growth mindset. Ability to display initiative, confidence, and professionalism in all dealings. Flexible, adaptable, and driven to meet deliverables of the role. Proven self-starter that consistently delivers to outcome specifications. Ability to manage time effectively. Excellent interpersonal skills with ability to network at all department levels, team player with proven problem-solving skills. Intermediate Microsoft Office experience (Excel, Word, Outlook, Teams, One Drive) required. Ability to manage and prioritise workload. Team player, hard worker, good interpersonal skills, ability to communicate well in both oral and written reports Focused on continuous their own professional development and learning. Experience working in a tech environment would be beneficial. Must be able to demonstrate flexibility in relation to type of works carried out and prepared to be on call and work out of normal working hours where applicable. Minimum of 3-5 years' experience in a Facilities Coordinator Role or equivalent. IWFM Level 3 / FMN qualifications, or studying towards equivalent.

Location:

On-site -Linlithgow, GBR
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 +

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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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