Assistant Facilities Manager

JLL supports the Whole You, personally and professionally.
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 &/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 complianc