JLL - Campus Director - Facility Management Services

Title : Campus Director

Business unit : IFM

Reporting to : Account Director

Key stakeholders : IFM

Direct Report :

Team consisting of :

1. Facilities Manager - Soft Services

2. Facilities Manager- Tech

3. Campus Experience Manager Facility

4. Senior Manager Property-PAM

5. Assistant Manager Transport

Duties & Responsibilities :

What this job involves :

- Lead the JLL management team in the delivery of facility management services.

- Ensure that the maintenance services are delivered in line with the contractual commitments and within budgets.

- Define the technical, commercial terms and conditions; define the operational scope and develop tender documents for Annual Maintenance Contracts.

- Conduct competitive tendering exercise and identify suitable specialist subcontractors for the site, carry out comparative analysis and make recommendations to Client on the most appropriate subcontractors.

- Develop Service Level Agreements and assist the Jones Lang LaSalle procurement department in closing Service Level Agreements between Jones Lang LaSalle and its vendors.

- Evaluate the team deployed by Vendors on site to ensure correct level and scale of resources.

- Assess Service Levels Clients.

- Assess performance of the subcontractors based on performance assessment criteria as agreed jointly between Client, Jones Lang LaSalle and its subcontractors.

- Setting annual goals for generating savings in area of such as energy and cost of maintenance operations.

- Ensure compliance of minimum wages acts for payments and statutory compliance through specialist professionals.

- Advise Client on future year maintenance budgets as and when requested for.

- Maintain all records related to the performance of facility management operations on Client site

- Ensuring that the subcontractors are meeting their commitments on scheduled delivery of trainings.

- Ensure that the subcontractors have a planned, structured and solution based approach to the delivery of maintenance services.

- Analyse call outs to understand trends; undertake strategic initiatives to minimize the same.

- Scheduled cross feedback from subcontractors and Client staff on our process to improve services level & satisfaction in organisation.

- Train team members on all Quality policies & procedures.

- Audit sub-contractors on quality of materials & upkeep of the site.

- Review the performance of Jones Lang LaSalle staff and conduct performance appraisals from time to time.

- Interface with the Jones Lang LaSalle's HR department and the Operations Manager and make recommendations for the future trainings given to the site facility management team.

- Prepare and review the preventive maintenance register on a monthly basis and update the same to Jones Lang LaSalle Operations Manager.

- Analyse call outs to understand trends; undertake strategic initiatives to minimize the same.

- Liaison with the client Finance team

- Interface with client and Jones Lang LaSalle finance department to raise client billing / invoicing and follow up with the client representatives for the payments.

- Develop MIS reports for Jones Lang LaSalle's management team and necessary client reporting.

- Chair the monthly progress meeting during the absence of Facility manager.

- Duties are in accordance with the Scope of Work & include:

General Administration & Management :

- Client & Business Unit Liaison

- Team management including Vendor team (onsite personnel)

- Prepare, submit and review Monthly Report to client

- Preparation and submission of management reports/analysis as and when required by client

- Expense tracking oversight and invoice management

- Assistance to Client - FM for preparation of Annual Budget

- Formulation and implementation of Policies & Procedures Including Annual Update of Operations Manual

Property Services, Routine & Ad-Hoc Maintenance : Oversee operation and maintenance of facilities; M&E matters, housekeeping, conference rooms, resolving operational issues, etc

Operational Risk Management :

- Update and implement Emergency Response plan; drills etc as required

- After office hours facilities assistance response

- Operational Audits and Compliance

- Escalation of Incidents/Problems

Vendor & Contractor Management :

- Evaluate Vendor Procurement & Contracts Administration & Management Moves, Adds & Change Management (MAC)

- Oversee office churn/internal box moves

Key Performance Measures :

1. SLA and KPI delivery.

2. Level of communication within the organization and with the client Management team.

3. Finance Management for both Client & JLL.

4. Continuous improvement in the following

- Morale and satisfaction of employees under management

- Client satisfaction Internal & External

- Improvement and savings initiatives.