Assistant Facility Manager - Residential - Jones Lang LaSalle Incorporated

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Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Currently, we are seeking an Assistant Facility Manager (AFM) to join our Northern California-based operations team to support vacant high-end homes in San Francisco on behalf of our client, a major electrical utility provider. This position is fast-paced and requires someone who can coordinate residential service delivery across a portfolio of properties. If you like building relationships, solving problems, and take pride in your work, we would like to hear from you. 

The AFM will be the primary point of contact responsible for vacant, residential facility management services, assisting the Operations Director and the Finance Director. This role will coordinate and manage client requirements and service delivery to ensure satisfaction.  In the future this portfolio and role may expand and the AFM may oversee one or more facility coordinators.

Responsibilities

• Proactively partner with key vendors.  Effectively implement vendor management best practices. Communicate Safety, KPI and SLA requirements to them in a timely way.  Engage them in the identification of service delivery improvement and savings identification.  Oversee their work and ensure work is performed per the CWA.
• Meet or Exceed Site KPIs; Monitor SLAs monthly to identify potential off-track areas and plan corrective actions accordingly
• Partner with strategic sourcing to effectively manage vendor relationships
• Read and fully understand the requirements set forth in the Master Services Agreement and Project Marina Contract Work Authorization governing applicable performance measurements
• Develop strategic improvement plans leveraging industry best practices
• Maintain desired environments
• Timely authorize vendor invoices and proactively follow-up with outliers
• Provide monthly/quarterly variance reporting on all operating budgets for each property on a timely basis
• Effectively manage and lead direct reports including monthly quality conversations and career development plans
• Complete all client and JLL required training
• Engage in a culture of continuous improvement and innovation by leveraging business intelligence, adopting and participating in the development of best practices, new tools, process re-engineering and other ideas that provide service delivery efficiencies
• Perform additional job duties, as requested
• Travel to San Francisco Marina District will be required a minimum of once per week and likely more often
• Areas of Oversight and delivery on Exhibit A Below.

Qualifications

• Bachelor’s degree or equivalent work experience
• 5+ years facility/vendor management experience with demonstrated ability to exercise proper judgment with an emphasis on managing soft service contracts.
• Knowledge of standard commercial real estate, business and accounting practices
• Proven track record of excellent internal and external customer service
• Exhibits strong interpersonal skills and problem-solving ability
• Excellent verbal and written communication skills with the ability to communicate professionally
• High degree of innovation with the ability to work with minimal supervision in a fast-paced environment
• Supervise vendor performance during normal and off-hours including weekends when necessary
• Strategic user of business intelligence, data, reporting & analytics to drive efficiency
• Experience working within CMMS/Work Order systems, Corrigo preferred.
• Proficient skills in Microsoft Office Suite, including Excel, Word, Outlook, and Teams

Exhibit A - AFM TASKS:

• Non-Routine Maintenance
  • Arrange pre-sale inspections such as pest and property inspections.
  • House and window cleaning
  • Repair existing hardwood flooring and/or replace carpeting.
  • Arrange for staging of the house for pre-sale.
  • Arrange for minor miscellaneous repairs such as replacing lightbulbs, etc.
  • Arrange for removal of miscellaneous household debris left by previous property owner.
  • Arrange for installing smoke and carbon monoxide detectors.
• Routine Maintenance
  • Weekly Inspections of all sites for the exterior of properties (more often if needed) for general tidiness, defects or damage, signs of trespass, vandalism, drainage problems, or other issues that may affect the condition of the properties.
  • Inspections of all interior rooms and basement areas at a minimum of once a week and after a major rain events, windstorms, earthquakes, or any other events with potential to affect the interior of the properties.
  • Arrange for general property maintenance such as maintaining the grounds and landscaping, operating landscape irrigation, trash pickup, securing doors and windows, maintain service of smoke and carbon monoxide detectors, clearing readily accessible downspouts and drainages of debris, picking up mail, paper, or packages.
  • Working with the Finance Director, coordinate and pay all utilities, including water, electricity, natural gas, and trash collection and other invoices as they arise.
  • Ensure the properties are not being used by trespassers or any unauthorized users. If safe, AFM shall clear the trespassers; and shall immediately notify PG&E and law enforcement.  Vagrant removal vendor services may be engaged.
  • Respond to property emergencies, such as roof leaks, natural gas leaks, water leaks, broken windows or exterior door locks, flooding, and fire, in which repairs must be completed to protect the properties or other neighboring properties from further damage, prevent injury to persons, avoid suspension of necessary services, or to avoid penalties or fines.  Review list of Medium-risk work and High-risk work, which is not performed by JLL; it is performed by Client.  Emergencies shall be reported to Client ASAP to ensure ownership of who will perform the work to mitigate the emergency.
  • Contractor shall immediately respond to Property Emergencies and notify Client
• Inspections of all interior rooms and basement areas at a minimum of once a week and after a major rain events, windstorms, earthquakes, or other events with potential to affect the interior of the properties.
• Contractor shall immediately respond to Property Emergencies and notify Client
• AFM shall deliver the following deliverables in email format to Client by the Close of Business, each Wednesday, unless otherwise noted below:
  • A summary of previous week’s Property Management Activities TASK 2: Routine Maintenance (SF North Beach MGP)
  • Notifications of any trespassers or unauthorized users and actions taken
  • List of Property Emergencies telephone and follow-up emails of Notifications within 4 hours of discovery
  • SAFETY REQUIREMENTS  are our Client’s top priority is safety.  AFM shall take all necessary precautions to ensure the safety of the public and the employees of Client, Contractor, and Subcontractors. Contractor and Subcontractors shall complete all Work in full compliance with all applicable safety requirements, including but not limited to Client’s Contractor Safety Program and Contractor’s Site-Specific Safety Plan. Contractor shall take full responsibility and ownership of its Site-Specific Safety Plan and safety processes. Safety must be always the foremost thought of all Contractor and Subcontractor personnel. Safety must not be compromised at any time, for any reason. AFM is responsible for evaluating site risks, minimizing, or eliminating exposure to those risks, and completing the Work safely.  This may include (lead-based paint on property structures), Asbestos (transite asbestos siding), Street traffic, Hand tools.

Estimated total compensation for this position:

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data.

Location:

On-site –San Francisco, CA

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary 

• Paid Time Off and Company Holidays

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