Assistant Facilities Manager Milano

Assistant Facilities Manager
Milano
Lombardia, Milano

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients.

We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work.

Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Assistant Facilities Manager (AFM) – Onsite FTE role Location: Milan + Remote Management of Others

Role Purpose

The AFM reports to the Global Front of House Lead and supports EMEA FM Operations Director in leading a team or vendor group to manage the tactical delivery of Front of House and Facilities Service for the assigned property portfolio.

The AFM is the primary point of contact for the key stakeholders and/or client.

The role will involve being a member of the BlackRock / JLL Management Team with total responsibility for the Customer and Facilities Experience within Milan and Madrid.

The AFM should also support the preparation and management of site budgets, maintenance and operations, contract services, purchasing supplies, occupancy services, helpdesk and security policy compliance.

The AFM needs to demonstrate and instil a culture that promotes JLL's core values of Teamwork, Excellence and Ethics.

Responsibilities People Management

Responsible for the Front of House Operatives and Facilities Co-ordinators.

Manage the daily Customer Experience within Reception and Facility coordination and its impact to all BlackRock employees and visitors.

Assist in mentoring and enabling Training & Development of team members.

Ensure your team is fully informed about operational updates, processes, and account wide objectives so that they feel informed, involved, and supported.

Lead by example and be confident in influencing decisions and senior stakeholder teams. Customer Experience

Promote and support a first class and professional customer experience across all services lines.

Ensuring that customers are given a prompt and efficient service, and expectations are consistently exceeded.

Ensure procedural standards manual (SOPs) are kept up to date and the team adhere to them.

Address and resolve all internal/external client issues.

Pro-actively manage the day-to-day delivery of FOH and FM service to ensure a faultless environment for our customers.

Ensure full coverage in the delivery of first line facilities support and front of house services, have full knowledge of all functions.

Be first point of contact for any escalations for the Front of House operatives and Facilities Co-ordinator in relation to any issues/concerns. Client/Stakeholder Management

Build and develop effective relationships with key stakeholders and/or client and be comfortable working across all levels.

Monitor procedures to ensure client's expectations are conveyed and worked upon. Procurement & Vendor Management

Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works) and within the required budgets.

Ensure vendor KPI's and SLAs are consistently achieved through periodic reporting and management meetings.

Support vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices. Finance Management / Cost Control / Profitability

Assist in ensuring that the site's financial operations are meeting targets and control requirements.

Manage the finance process from conception to completion within a timely manner and to an acceptable standard.

Submit Order Requests as necessary through Coupa.

Seek ways to reduce costs and improve operational standards. Health & Safety Management

Implement and manage safety procedures to ensure the provision of a safe working environment.

Ensure compliance with statutory regulations on fire and health and safety standards.

Ensure all employees are aware of Hygiene, Health and Safety policies and Fire Regulations.

To record and report all accidents, good catches, and near misses within the location adhering to company procedures.

Ensure all equipment is well maintained and is in good working order. Site Operations Management

Be aware of all projects which are happening within the portfolio that may have an impact on operational delivery, contract, or BlackRock risk.

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.

Manage work orders on the CMMS (Corrigo) by looking ahead to upcoming deadlines and due dates avoiding unjustified extensions or overdue tickets.

Work with vendors to ensure correct WO paperwork received and returned to maintain auditable process. Risk Management

Support the implementation and monitoring of disaster recovering and business continuity plans.

Follow established escalation procedures and incident reporting procedures.

Adhere to Jones Lang LaSalle's business conduct by ensuring compliance with the firm's guidelines, procedures, and strategies.

Adhere to Blackrock Security protocols, ensuring mandatory training is completed within deadlines and any escorting requirements are met. Compliance / Reporting

Support compliance with Jones Lang LaSalle minimum audit and compliance standards in facility management, financial management and operational policies and procedures.

Carry out audits, assessments and inspections in line with JLL business management systems and standard processes, ensuring the actions database is updated on a regular basis. Additional Responsibilities:

To attend all location management meetings and any company meetings as required.

To take responsibility for contributing towards your own development, with the guidance of your line manager, and attending training courses as identified.

To act as a positive ambassador for the business.

To attend to any reasonable request made by the client, JLL, or BlackRock Management.

Required Skills and Experience:

Experienced in facilities, property management, hospitality, or related field.

Have competent Quality, Health, Safety and Environment skills to support implementation of soft service requirements, ideally with a recognised certification.

Able to demonstrate knowledge of local health and occupational safety requirements.

Experienced in dealing with facilities and vendor management for specialized services.

Confident in budget management and financial analysis.

The ability to effectively deal with stressful situations.

A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language).

Person Specification:

Passionate about customer experience.

Confident presenter and strong ability to coach and mentor others.

High attention to detail.

Flexible, adaptable, and proactive.

A problem solver.

Ability to build positive relations with colleagues, guests and clients.

Strong team player with a commitment to support their colleagues.

3 years' experience within a contract/project/facilities management team including staff management and HR preferred.

Computer Literate – good understanding and working knowledge of office software.

An influential communicator, with the ability to deliver clear and concise messages and identify mutually agreeable solutions.

About JLL

We're JLL—a leading professional services and investment management firm specializing in real estate.

We have operations in over 80 countries and a workforce of over 102, 000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions.

As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility.

That's why we're committed to our purpose to shape the future of real estate for a better world.

We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

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