Hermes Portfolio - Outer London (based at The Bridge, Dartford)
Please specify the exact role you wish to apply for. Please note that the closing date for applications is 24 November 2017. We are unable to respond to any applicant individually, therefore if you have not heard from us within seven to fourteen days of the closing date, please assume you have been unsuccessful on this occasion. Please email a covering letter and your CV (including reason for wishing to leave your present position and remuneration expectations), to Recruitment.JLLR@eu.jll.com
The Facilities Manager (FM) will be directly responsible for the provision of facilities services in one or more managed properties to best practice standards defined by JLL. The FM 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 FM will report to and seek direction from the RFM, but is expected to develop a close working relationship with the Property Manager, taking guidance as appropriate. The FM will work in a number of "virtual teams" with the client focussed teams of Asset and Property Managers, Surveying Executives and Client Accountants.
To understand the Client's objective and instructions in relation to each Property.
To assist in Client reporting on on-site Facilities Management.
Ensure smooth transition of relevant individual properties into the PAM management portfolio.
To be directly responsible for site-based JLLR employees and their assessment, training and development. To advise on staff structures required.
To regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building.
Inform Property Managers of any occupier matters that may influence valuation/investment considerations including assistance in monitoring Tenant's compliance with covenants.
Report to Property Managers in accordance with an agreed procedure, ensuring the RFM is kept informed on matters relating to standards of facilities management.
To work in accordance with established procedures in connection with JLLs out of hours cover and emergencies..
To assist the Property Management team 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. Also to administer non-recoverable budgets.
To understand the principal terms of occupier's 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.
In conjunction with the Property Manager and RFM, ensure that the procurement of all supplies and services at the property is undertaken in accordance with the JLLs PAM procurement program to ensure the highest standards for the best price. This will include the use of accredited Contractors only, usually on the basis of framework agreements, and JLLs purchase ordering systems. Monitor contractor performance against agreed standards. Review service contracts as appropriate.
Establish and maintain high quality health and safety arrangements, in accordance with best practice guidelines from central support under the JLLs risk management programme and the RFM. To ensure all risks identified in the independent Risk Assessment are properly addressed and to review risks as part of JLLs audit process and Site Compliance inspections.
To work with other aspects of JLLs 'Socially Responsible Management' programme in relation to environmental & sustainability policies; to include water hygiene and asbestos monitoring etc.
To ensure reactive maintenance and day-to-day service requirements undertaken in a timely and cost-effective manner.
Be familiar with all heating, ventilating, mechanical and electrical equipment in each building and have a sound understanding of the purpose and general working of such equipment. To ensure maintenance contracts in place to cover O&M manual requirements.
Assist and liaise with building surveyors/architects/consultants on major works.
With the Property Manager, identify and arrange minor planned works.
To maintain, test and implement disaster planning procedures to cover all emergencies. To organise and co-ordinate fire evacuation and bomb drills.
Prepare site regulations and issue permits to work for all contractor activities on site.
To ensure that on-site management of the properties is undertaken in accordance with JLLs polices, processes and procedures as defined on the PAM Compliance intranet site (Connect).
Establish and maintain proper site records in accordance with best practice rules.
Responsible for routine correspondence using standard documents and templates as appropriate.
Develop and maintain occupier handbooks as per defined standard for each site.
To monitor vacant/void property in conjunction with the clients' insurance policy.
Establish a regular inspection programme for each site in accordance with site insurance and regulatory requirements.
Assist in the submission of insurance claims relating to incidents on site and manage the obtaining of quotes and/or works at site as instructed by the insurers or loss adjusters.
Ensure readiness for sale of relevant individual properties dealing with due diligence enquiries on disposal and lettings from a facilities perspective.