Assistant Facilities Manager

• Client/Stakeholder Management: Deliver excellent customer service
• Build and develop effective relationships
• Monitor procedures
• Participate in weekly operations meetings
• Proactively engage stakeholders
• Be on-site key point of contact
• Respond to requests and e-mails
• Communicate in professional manner
• Procurement & Vendor Management: Support vendors
• Manage relationships with service providers
• Liaise with vendors
• Collation of service records
• Prepare PO forms
• Oversee & report cleanliness
• Ensure stationery & beverage stock levels
• Ensure JLL HSSE contractor management process is followed
• Communication to Vendors and Supplier
• Contracts Management: Ensure contracts are professionally delivered
• Support in monitoring expiry of contracts
• Continually assess contracts
• Finance Management / Cost Control / Profitability: Assist in ensuring site's financial operations meet targets
• Assist and monitor financial processes
• Health & Safety Management: Implement and manage safety procedures
• Ensure compliance with statutory regulations
• Ensure vendors follow safe working practices
• Ensure provision of a safe working environment
• Ensure near misses/good catches are logged
• Ensure a safe and engaging environment
• Ensure site logbooks are administrated
• Support Cleaning and H&S Audits
• Attending HSE Audits
• Site Operations Management: FM management of the sites
• Assist and monitor building procedures
• Coordinate works within the buildings
• Office maintenance
• Log, monitor and update all issues in ticketing system
• Regularly meet Facilities Manager
• Ensure all chemicals have up-to-date chemical list
• Identify and implement innovations
• Perform office-based administrative work and on-site property inspections
• Some evening or weekend availability may be required
• Risk Management: Assist in implementation of property risk management program
• Support disaster recovery and business continuity plans
• Follow escalation and incident reporting procedures
• Adhere to business conduct guidelines

• Experience in facilities management, building, business or other related field
• Fluent German (native or C1 level) essential for regulatory compliance and vendor communication
• Strong English communication skills required for international communication
• Excellent people skills and ability to interact with a wide range of client staff and demands
• Knowledge of local Safety requirements
• Strong PC literacy and proven ability to manage daily activities using various systems
• Demonstrated experience with continuous improvement initiatives (highly desirable)
• Knowledge of vendor management for specialized services
• Proven capacity to understand and interpret commercial contracts
• Budget management and financial analysis skills
• Strong communicator

Demonstrated experience with continuous improvement initiatives