Facilities Manager

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Deputize for the Senior Facilities Manager by managing all aspects of the Facilities services on the client site, ensuring the smooth running of day-to-day Facilities operations on the client site. Take the lead for day-to-day soft services with a focus on the cleaning contract and all JLL & Christie's

suppliers. Assist with ad-hoc works requests, planned maintenance (Corrigo), raising of POs, managing budgets and invoicing for the Facilities OPEX budget.

In the absence of the SFM, lead on stakeholder management, building engagement with site users, managing a busy small works projects schedule and helping guide our client into better ways of working. Always ensuring a high service quality. The built environment is key and it's important that Christie's staff and clients have a safe working environment. Ensure that Christie's staff are dealt with in a professional, timely and efficient manner.

Key Responsibilities/Tasks:

Duties to include but not limited to the following:

• To manage all day-to-day aspects of the Facilities contract, ensuring the required service level and standards are being maintained.
• Coordinate ad hoc requests for Events, exhibitions etc. Quarterly audit and annual service review.
• Act as a link between internal clients and onsite maintenance & cleaning teams to ensure prompt, professional customer service for all issues that arise.
• Point of contact for furniture and office supplies. Review and approve stationery orders, ensuring value for money.
• JLL Quality Manager and administration, keeping SharePoint information up to date.
• Manage small internal moves & optimisation of office space. Assisting the FM in projects, moves & changes.
• Lead on some smaller works and installations onsite, communicating with Security and all stakeholders.
• Be a champion for sustainability and energy conservation management and support Facilities team in driving initiatives forward.
• Small team, so sometimes a 'Hands on approach' is required in office moves/installation.

What this job involves:

Relationship Management

• First point of contact and dealing with and coordination of staff queries
• Develop a close working relationship with Key Christie's Stakeholders, Landlords, Managing Agents and all FM vendors to ensure that they fully understand the Christie's culture and become partners in delivering a high-quality service.
• Able to communicate and build trusted relationship in a multi-lingual, multiple country business (French)
• Act as "the face of facilities" with strong visible presence across all departments
• Conduct regular walkabouts throughout the building, proactively engaging with staff to identify and address facilities needs before they escalate
• Build confidence among Christie's staff to contact this role directly rather than escalating to the Senior Facilities Manager
• Perform pre-exhibition walkthroughs and condition checks using standardized checklists to ensure spaces meet required standards
• Contract Management
• Assist with the management of vendors and contract management.
• Attend monthly contractor & supplier meetings, ensure minutes are saved on SharePoint.
• Onboarding of vendors.
• Take direct ownership and day-to-day management of key supplier relationships including: Nitandus (cleaning), coffee machines, water fountains, and office supplies
• Work with suppliers (Vinci, Nitandus) to implement direct Corrigo ticket raising, reducing administrative burden
• Service Delivery Management
• Maintain role as primary contact for service requests generated by the Christie's staff on the dedicated Corrigo system
• Point of escalation and coordination for Corrigo generated service SLA failures and outstanding work orders
• Manage the dedicated Corrigo system to ensure that tickets are completed within SLA and the system is updated to reflect status.
• Manage a range of contracts & suppliers to include stationery, furniture, vendor machines, tea/coffee supplies, business stationery ordering, plants.
• Provide end-to-end ownership of facilities requests from initial receipt through to completion and customer feedback
• Manage minor works and repairs (under €30,000) independently, including: repainting offices, installing bookshelves, small building fabric repairs, internal moves of 2-3 people
• Receive and respond to requests via multiple channels: phone, email, text message, Corrigo work orders, and in-person
• Coordinate directly with third-party vendors for routine service delivery without requiring Senior FM involvement
• Check and verify completion of vendor-raised Corrigo tickets to ensure quality standards

Support the FM and Account Director when required

• Promote JLL and Christie's core values.
• Promote and support Sustainable practices and achievement of targets.
• Support portfolio wide initiatives.
• Support with the creation of presentations and communications.
• Coordination of FM operations management activities for direct delivery team (PPE, uniforms, tools, equipment, staff availability/absence etc.) to support the FMs/AD.
• Ability to cover for the Facilities Managers remotely during periods of absence.
• Ad-hoc tasks as required.

Health & Safety

• Ensure accurate and timely reporting of staff, equipment and systems' malfunctions and near-misses in both Client's and JLL's reporting tools.
• Drive adherence to environmental and health and compliance. Work with contractors to receive all necessary documents to ensure compliance.
• Manage SocaTech and all mandatory controls including issuing inspection report copies to clients and Vinci
• Chase compliance on observations, obtain quotes for remediation, and track completion
• Administer JLL internal health and safety requirements including audits, site visits, and access to work permits
• Financial Management
• Proactively manages the budget documentation/forecast and administer the works to ensure budget compliance for sites.
• Ensure spending is as per quarterly/monthly forecast and oversees all accruals, re-classes, invoices, etc.
• Manage of GRs and PO creation in JDE.
• Responsible for raising supplier purchase orders on Christie's systems JDE system, liaising with Christie's local Finance team.
• Monthly and quarterly forecast spend, etc.
• Assist the FM and JLL Finance Team in P&L spend and budgeting, raise PO's, monthly check etc.
• Raising & receipting Purchase Orders (PO) on a timely basis in Christie's IT system following approval (not after the date of invoice but when service is rendered) for OPEX and CAPEX
• Following up PO not used and reverse PO that won't be used on a monthly basis (check payment in JDE)
• Answering operation suppliers' notifications and get accounting statements to have confirmation client accounts are up to date for main important suppliers (especially at half and year-end report periods)

Skills & Experience:

• Self-motivated person and able to play in a team
• Confident and smart appearance
• Languages: fluent in English & French
• Ability to multi-task and be very well organised
• Excellent organisational skills
• Strong stakeholder management skills
• Strong interpersonal skills with training experience to guide multifunctional teams
• Good finance knowledge
• Excellent PC skills, proficient in Microsoft Word, Excel, Outlook.
• Interest in continuous improvement and development.
• Driven to meet deadlines, manage time effectively and work in a pressurized fast paced environment.
• Appetite to develop and progress in FM or building related discipline
• Technical knowledge: Basic understanding of building engineering systems (HVAC, water systems, first fix) to enable informed conversations with vendors and identification of technical issues
• Solutions-focused mindset: Demonstrated ability to find creative solutions rather than defaulting to "no"; able to work around constraints and identify alternative approaches
• Agility and adaptability: Capable of pivoting quickly in a non-standard FM environment where two-thirds of activity relates to events, sales, and exhibitions rather than traditional office operations
• Problem-solving under pressure: Military-style approach to finding solutions when standard procedures cannot be followed; ability to assess risks and implement safe workarounds
• Process improvement orientation: Ability to identify gaps in documentation and procedures, and create standardized processes where none currently exist
• Strong influencer: Confidence and presence to redirect stakeholders away from the Senior FM and establish themselves as the primary facilities contact
• Proactive and visible: Comfortable spending significant time on the ground among building users rather than desk-based; able to anticipate needs through observation

Location:

On-site –Paris, FRA

Job Tags:

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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