Facilities Manager

About this role

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Reporting to:  Asset Manager (client side), Account Director (JLL)

Key Stakeholders:  Property owners, Tenants, Contractors, Asset Management Team

Client:  Challenger (and Lederer)

Portfolio:  Multi-site Commercial Properties

Properties

ABS House

82 Northbourne

6 Chan Street

14 Childers Street

Garema Court

Team:  Senior Facilities Management Team

Duties & Responsibilities:**1. Safety and Compliance Management

Develop, implement, and maintain a comprehensive safety and compliance program across all portfolio properties

Conduct regular risk assessments and implement mitigation strategies

Ensure all staff and contractors are properly trained in safety protocols

Oversee emergency preparedness and response procedures

Maintain strict adherence to all relevant healthcare facility regulations, building codes, and company policies

Ensure compliance with healthcare-specific requirements including infection control standards where applicable

Coordinate and maintain statutory compliance testing and certifications

2. Security Management

Work closely with security contractors to develop and implement security protocols appropriate for healthcare facilities

Implement and oversee security measures specific to the unique needs of each property

Regularly review and update security measures to address evolving challenges

Respond promptly to safety events, following relevant safety escalation protocols

Coordinate with local emergency services as required

Ensure access control systems are properly maintained and monitored

3. Incident Reporting

Adhere strictly to JLL's incident reporting procedures for all property and public liability related incidents

Ensure timely and accurate reporting of all incidents as per JLL guidelines

Maintain detailed records of all incidents and follow-up actions

Analyze incident patterns to inform preventative strategies

Provide regular briefings to senior management on significant incidents and mitigation efforts

4. Contractor Management

Oversee and manage all service contractors (e.g., cleaners, landscapers, HVAC, fire, security, medical equipment maintenance)

Establish and monitor contractor KPIs, ensuring high-quality service delivery

Ensure all contractors meet Cm3 prequalification requirements

Regularly review contractor performance and address any issues promptly

Manage contractor inductions and site-specific safety briefings

Coordinate contractor activities to minimize disruption to healthcare operations

5. Budget Management

Manage operating budgets, including forecasting and cost control measures

Oversee capital expenditure (CAPEX) budgets in line with agreed KPIs

Manage recoverable maintenance expenditure

Prepare annual budgets for maintenance and operations

Report regularly on performance against budget/forecast throughout the year

Ensure expenses are managed within budget constraints

Identify cost-saving opportunities without compromising service quality

6. Financial Controls and Processes

Implement and maintain rigorous financial controls

Ensure all work orders are accompanied by corresponding purchase orders

Oversee Accounts Payable processes related to facilities operations

Review and approve invoices for accuracy and adherence to contract terms

7. Capital Works Program Management

Coordinate capital works program in conjunction with asset management and procurement teams

Identify and plan capital works with a 5-year perspective

Assist with tendering process and obtain quotes for capital works

Oversee timely delivery of capital works projects

Ensure minimal disruption to tenant operations during capital works execution

Provide regular progress updates to stakeholders

8. Facilities and Maintenance Management

Oversee all aspects of facility maintenance across the portfolio, including preventative and corrective maintenance programs

Manage Planned Preventative Maintenance (PPM) schedules using JLL's Prism system

Ensure compliance with building codes, environmental standards, and healthcare facility requirements

Coordinate reactive maintenance requests and ensure timely resolution

Maintain critical building systems including HVAC, electrical, hydraulic, fire, and life safety systems

Ensure all equipment certifications and inspections are current

Manage building management systems (BMS) and optimize building performance

9. Tenant Maintenance Requests

Act as primary point of contact for all tenant maintenance requests

Ensure prompt response and resolution of tenant issues

Coordinate with tenants to schedule maintenance activities that minimize operational disruption

Maintain strong communication channels with all tenants

Ensure tenant maintenance obligations under leases are upheld

10. On-Call Responsibilities

Be available for after-hours urgent and emergency works as required

Coordinate and manage emergency responses effectively

Maintain emergency contact protocols and escalation procedures

Ensure business continuity during emergency situations

11. Reporting and Analysis

Prepare and present regular operational reports to senior management and clients

Analyze operational data to identify trends, opportunities, and areas for improvement

Monitor and report on KPIs as outlined in service agreements

Maintain accurate asset registers and maintenance records

Provide monthly performance reports across all portfolio properties

12. Client and Tenant Relations

Foster strong relationships with property owners and asset managers

Address tenant concerns promptly and maintain positive relationships

Ensure high standards of customer service across all interactions

Facilitate regular communication and property inspections with stakeholders

13. Contract Tendering Assistance

Support procurement processes for facilities management contracts

Assist in preparation of tender documentation and scope of works

Evaluate contractor proposals and provide recommendations

Support contract negotiations and implementation

*14.

About facilities & operations roles for ex-police

Operations, facilities and site management roles. Running a shift, a custody suite or an operational unit is people-and-process management employers can use from day one.