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:
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- Other Duties:
- Conduct regular property inspections across all sites
- Maintain current property insurance certificates on file
- Ensure compliance with environmental and sustainability initiatives
- Participate in portfolio strategy meetings
- Support business continuity planning
- Other duties as required by the Portfolio Manager
- Maintain highest standards of safety and compliance across all properties
- Consistently meet or exceed operational and financial targets
- Demonstrate strong leadership in contractor management and budget control
- Ensure timely delivery of capital works and maintenance projects
- Drive continuous improvement in all areas of facilities operations
- Effectively manage and mitigate operational risks
- Maintain strong tenant satisfaction levels
- Ensure minimal disruption to healthcare operations across the portfolio
- Extensive experience in commercial property facilities management, preferably in healthcare or similar critical environments
- Strong financial acumen with focus on budget management and cost control
- Excellence in contractor management and performance monitoring
- In-depth knowledge of health, safety, and compliance regulations
- Proficiency in property management software (including JLL Prism) and financial reporting tools
- Strategic thinking and problem-solving capabilities
- Crisis management and conflict resolution skills
- Ability to manage multiple priorities across multiple sites
- Strong communication and stakeholder management skills
- Self-motivated with ability to work independently
- Valid driver's license and willingness to travel between sites
