Facilities Manager

The Facility Manager will support facilities management for the 3 locations in the state of Indiana which include Manufacturing, Research & Development and Headquarters. This position will report to the Director of Facilities assisting with the delivery of quality facility management services. This role will coordinate and manage requirements and service delivery.

Working Environment:

• Must be a team player committed to working in a quality environment. Will require daily interaction with teams in person, on the phone, and via email to perform the job.

Essential Functions:

• Support ownership of client relations through prompt and courteous response to client requests within the guidelines set forth by JLL.
• Proactively support client relationships ensuring that expected service levels are achieved.
• Comply with all requirements of the client contract and meet or exceed key performance indicators.
• Deliver an exceptional quality of service to the client, as reflected by client feedback.
• Support the implementation of innovative programs and processes that reduce short and long term operating costs and increase productivity.
• Manage the performance and outcomes of assigned maintenance/engineering staff reporting to the position
• Where applicable for 3rd Party Lease assignments, maintain interface with Landlords, ensuring total contract compliance, accurate and timely reporting, and resolve critical impact tenant relations issues
• Ensure that compliance of all regulatory laws and guidelines are met as they relate to the operation of the building's infrastructure. Responsible for alerting management of building discrepancies.
• Provide overall facility services in accordance with accounts' standard processes and procedures including application of policies and programs, coordination of information
• Ensure compliance with portfolio wide initiatives and required local, state and federal laws and regulations that pertain to the operating of facilities entrusted to the Facility Partners to manage on behalf of the client as owner
• Manage, coordinate, and exercise functional responsibility for Facility Management services within assigned facilities and geography
• Support facility Operational Responsibilities Matrix for overall facility spend and financial accountability
• Responsible for Engineering/Maintenance team management, staff development and planning. Execute staff succession and growth plans.
• Involved in compensation planning process
• For every direct report, build actionable and measurable career development plans, direct report in consistent conversations regarding progress
• Have responsibility for supporting the account team, overseeing proper system use and configuration to meet internal and client objectives
• Work closely with all central team managers to optimize and enhance systems to overcome open opportunities including configuration of system notification messages, print formats and other inbound/outbound communication mechanisms
• Develop and deploy inspection, assessment, and audit forms supporting the building facility and engineering team
• Using industry and client best practices, plans, schedules, coordinates and assigned all frequency and work type maintenance activities for group or team of responsibility
• Own tactical planning for the team's goals and objectives
• Manage the site in accordance with all agreed policies, procedures, and contract scope.
• Assist with vendor management for maintenance of janitorial, mechanical, electrical, plumbing, carpentry, critical systems, HVAC, and others defined within the portfolio of respective sites.
• Support the sourcing SME through the vendor contract procurement process
• Implementation of short and long-term projects for the client.
• Oversee activities to support site operations, including, but not limited to, moves/reconfigurations, events, safety, reception, and mail services
• Collects data and collaborates with operations team to optimize maintenance programs.
• Maintains liaison with facilities technicians and other management regarding work execution, necessity of altering schedules and manpower status
• Tracks all asset information, including spare parts and documentation
• Provide support direction of Corrigo Admin/CPA Platform. May at times provide support with managing physical inventory.
• Responsible for overseeing JLL JCAP compliance program and timely submission for assigned portfolio
• Responsible for adhering to the weekly Rhythm of Business (ROB) protocols
• Responsible for timely completion of JLL self-inspection (FIBI) program monthly and associated work order submission
• Carries out other duties as assigned by Director of Facilities.

Engineering Oversight:

• Direct/Oversee Team performance of scheduled maintenance and operational programs to ensure maximum life, reliability, and efficiency of all property mechanical systems, which include, but are not limited to plumbing, electrical and HVAC including auxiliary equipment.
• Direct/Oversee Team performance/scheduled general building maintenance including restroom repair, door, ceiling and floor repair, structural repair, client comfort, painting, grounds, and other tasks as necessary to maintain the properties in peak operation condition.
• Controls engineering activities and building mechanical systems in emergency situations.
• Direct/Oversee the Operations Audit process under the direction of their respective Regional Engineer/National Engineer account managers.
• Direct/Oversee the maintenance of all infrastructure and compliance documentation for the building including up-to-date building drawings and single lines as well as documentation mandated for the purpose of maintaining regulatory compliance with Federal, State or Local law.
• Direct/Oversee the identification of safety hazards within the building and incorporate the remediation of such hazards to ensure that the building's staff and occupants work in a safe environment. Implement, administer, and manage safety training program.
• Direct/Oversee the required OSHA and worker's Compensation safety and accident reports on facilities.
• Direct/Oversee Testing of/keeps records and maintains emergency equipment in good working order.
• Direct/Oversee current and historical preventive maintenance records on all mechanical equipment.
• Direct/Oversee evaluates, recommends, and monitors mechanical contractors.
• Direct/Oversee purchasing of parts and supplies according to company policy and approved budget guidelines.
• Direct/Oversee inventory control programs with appropriate parts stocking levels and accurate and timely records of receipts and issues.
• Direct/Oversee, manage, document daily field operational issues
• Follows client instruction and ensures building integrity.
• Maintains ethical, professional, and courteous relations with contractors.
• Direct/Oversee CMMS system to ensure current work order assignments and the timely closure of all tickets.
• Manage the JLL Corrigo work order process, systems, and associated data continuity, as it specifically relates to central and facility management/reporting and maximizing Corrigo capability
• Complies with all client CMMS standards and specifications to ensure database/firm integrity and standardization
• Identify energy savings opportunities at facilities including system and operational changes that can decrease the property's energy consumption.

Essential Physical Abilities

• Visually inspect machinery and building.
• Walks up and down stairs for inspections and emergency procedure practice or implementation.
• Security and roof inspections are conducted on top of stairwells with no elevator service.
• Cleaning inspections require getting on hands and knees to inspect inaccessible areas.
• On occasion/Emergency event the ability to work weekends and extended hours.

Essential Knowledge, Skills and Abilities

Possess knowledge of required repairs and maintenance on commercial HVAC systems (including, pumps, motors, air handlers, automation/controls systems, and associated electrical systems) using industry standard tools and in accordance with all codes, laws, and regulations.

• Ability to effectively use computers and computer programs (including use of Microsoft Office Suite), skill in use of the internet to navigate to and use web-based applications, and ability to use handheld electronics
• Possess excellent communications skills, both written and verbal.
• Ability to effectively manage diverse relationships with team members, contractors, building occupants and clients.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Self-starter with strong interpersonal skills and a positive attitude
• Determines time, place and sequence of operation or action to be taken based on analysis of data; executes determinations and/or reports on events.
• Applies principles of rational systems to solve practical problems and deals with a variety of concrete variables in situations where only limited standardization exists.
• Interprets a variety of instructions furnished in written, oral, diagrammatic or schedule form.
• Reads manuals, safety rules, instructions in the use and maintenance of shop tools and equipment, and methods and procedures in mechanical drawing and layout work.
• Writes reports using all forms of speech with proper format, punctuation, spelling and grammar.
• Speaks before an audience with confidence using correct English.

Employee/Self-Management:

• Support excellent onboarding, training, and team building
• Actively support an environment of teamwork, co-operation, performance excellence and personal success
• Participate in the individual performance management program and personal development planning
• Align with facilities leadership team
• Act as an ambassador for JLL, adopting and maintaining the firm's core values of Teamwork, Ethics and Excellence
• All other duties and tasks assigned

Requirements:

• Associate's or Bachelor's degree in Facilities, Property, Business, or related field desirable
• Minimum 5 years' experience managing CMMS/ work order applications, Performance Analytics, Data Analytics
• Demonstrated process orientation and data driven skill sets
• Strong aptitude for technology and systems
• Strong analytical, organizational and presentation skills.
• Highly proficient in MS Office Suite specifically in Excel supporting data analytics and manipulation
• Proficiency in SmartSheet, MS SharePoint, and data visualizations preferred
• Possess strong written, verbal and people skills
• Superior customer service skills and a strong orientation to provide exceptional JLL customer experience
• Preferred experience with JLL Next Generation Maintenance
• Ability to plan and manage work under time constraints
• Ability to multitask and work without direct supervision
• Strong organizational skills and collaborative style needed