Assistant Facilities Manager

Job description

TITLE

 Assistant Facilities Manager

BUSINESS LINE

Integrated Facilities Manager (IFM)

REPORTING TO

Circle Manager

DIRECT REPORT POSITIONS

FE – Soft Skills, FM tech, FE- Technical, FE Soft 

POSITION GOALS

Deliver contracted obligations to Shell including the provision of comprehensive facility, contract and procurement management for technical and non-technical services with a focus on continuous improvement.

To achieve financial and other targets as agreed.

Achievement of the Key Performance Indicators and Service Level Agreement targets.

DUTIES & RESPONSIBILITIES

General

·  Monthly review of SLAs and KPIs for continued relevance.
·  Achieve client satisfaction to Shell expectations.
·  Develop and maintain a detailed understanding of the Client’s business and key factors influencing their requirement for our services.
·  Develop and implement a strategic programme for pursuing key initiatives and innovation leading to demonstrable continuous improvement.
·  Deliver value-creating opportunities to the client by ensuring continuous transfer of know-how from Jones Lang LaSalle business.
·  Develop strong relationships with all key personnel in Shell.

Staff Management

·  Management of sourcing, hiring, training and backfill process for all staff.
·  Manage and assist with the personal development of all direct reports.
·  Develop and manage succession plans and appraisals for all direct reports.
·  Ensure Jones Lang LaSalle staff are appropriately trained to meet the requirements of their positions

Vendor Management

·  Manage all service contracts, including inspections and quality management of service delivery
·  Prepare tender documentation, evaluation of tenders, prepare contracts.
·  Management of contract resource to achieve Service Level Agreements to Key Performance Indicators at optimum cost for Shell.

Property Operations

·  Develop and implement procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems
·  Ensure an adequate supply of materials and service for the proper operation of the facility and enter into supply and service contracts as approved by the client
·  Effectively manage all Administrative, Engineering, and other FM functions, ensuring all procedures, processes, and client requirements are undertaken in a timely and efficient manner

Oversee the management of (M&E scope pertaining to Shell including contracts including but not limited to Fire and Mechanical Services)

·  M&E works including contractor management
·  Ensure Planned Preventative Maintenance is undertaken in accordance with the schedule
·  Annual Maintenance Contracts (AMC)
·  Ensure the implementation and management of Risk & Safety work practices to reduce the interruption to Shell’s operations
·  Effective team management to ensure smooth operations
·  Develop and implement innovative programmes and processes that reduce the utility costs, increase productivity and increase the savings
·  Initiate strategies to achieve measurable improvements in energy consumption, in conjunction with the all the Building operation teams
·  Coordinate with Building operation teams in setting up and sustaining the best maintenance standards and practices
·  Manage a programme of inspections for the property on Energy conservation, Maintenance practices, Utility management and Risk management procedures
·  Implement and oversee the pre-emptive maintenance programme to reduce the risk of sudden failures of critical equipment
·  Review the maintenance/service practices of M&E Contractors to deliver quality work practices in line with the manufacturer recommendations
·  Audit the Building management offices to make sure that the procedures are being followed and adhered with
·  Ensure all safety procedures, including Crisis Management/ Business Continuity and Emergency Procedures are maintained at all times
·  Implement and manage an audit programme to ensure the exposure to risk is minimised

Reporting

·  Preparation of budgets and client reports, including financial reconciliation for service contract accounts
·  Prepare Monthly /Quarterly & Annual Reports and present to client.

KEY PERFORMANCE

MEASURES

·  Achievement of Contracted Service Levels and Performance Indicators
·  Achievement of contracted Customer Satisfaction expectations
·  Management of resource to ensure no disruption to client business
·  Achievement of savings initiatives as agreed with Shell. 
·  Delivery of Agreed Initiatives as per Shell/Jones Lang LaSalle Initiatives Road Map
·  Achievement of IPMP goals as agreed with manager

EMPLOYEE SPECIFICATIONS, KEY COMPETENCIES & SKILL SETS

·  Client relationship management skills.
·  Leadership & Team Building/Management skills.
·  Tertiary qualifications in property, building or facilities management required.
·  Knowledge of Occupational Safety requirements
·  Strong PC literacy and proven ability to manage daily activities using various systems.
·  Contract Administration experience required.
·  Excellent people skills and ability to interact with a wide range of client staff and demands.
·  Budget and line management skills. 
·  Good written and oral communication skills
·  Interpersonal skills.
·  Analytical skills to develop MIS.
·  Excellent presentation skills

SALARY

As per employment agreement

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