Senior Facilities Manager

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Here's a comprehensive job description for an Assistant Facilities Manager role within a global client account at JLL:

Senior Facilities Manager

Real Estate Management Services – DEU, MUC/FRA

Job Overview

The Senior Facilities Manager is a pivotal leadership role responsible for strategically managing and optimizing facilities management (FM) services across multiple locations throughout Germany. This position demands a visionary leader with extensive experience in FM, who can drive operational excellence, foster innovation, and deliver exceptional value to both the organization and its clients.

Detailed Responsibilities

Strategic Facilities Management

1. Develop and implement a comprehensive FM strategy aligned with organizational goals and client objectives
2. Conduct regular SWOT analyses of FM operations and services
3. Identify and capitalize on emerging trends in the FM industry
4. Create long-term plans for facility upgrades, expansions, and potential consolidations
5. Establish and maintain strategic partnerships with key industry players
6. Develop contingency plans for various scenarios affecting facilities operations

Operations Management

1. Oversee day-to-day FM operations across multiple German sites, ensuring seamless service delivery
2. Develop, implement, and continuously refine standardized processes and procedures
3. Ensure strict compliance with German and EU regulations, including arbeitsschutzgesetz (occupational safety and health act), brandschutzverordnung (fire protection ordinance), and other relevant laws
4. Coordinate and manage all facility-related projects, including renovations, relocations, and new site setups
5. Implement and maintain robust quality control measures for all FM services
6. Oversee space planning and management to optimize workspace utilization
7. Manage security operations, including access control systems and surveillance
8. Coordinate with IT departments to ensure proper infrastructure support for all facilities

Vendor Management

1. Develop and execute a comprehensive vendor management strategy
2. Select, negotiate, and manage contracts with service providers and suppliers
3. Implement a vendor scorecard system to objectively assess performance
4. Conduct regular vendor reviews and audits
5. Foster strong relationships with key vendors through regular communication and collaboration
6. Ensure all vendors comply with company policies, legal requirements, and industry standards
7. Implement a vendor diversity program to support local and minority-owned businesses
8. Develop and maintain a contingency plan for critical vendor services

Financial Management

1. Develop and manage annual budgets for all facilities, typically ranging from €10-50 million
2. Implement sophisticated financial modeling and forecasting techniques
3. Monitor and control expenses, identifying and implementing cost-saving opportunities
4. Prepare detailed financial reports and presentations for senior management and stakeholders
5. Analyze operational costs and implement efficiency measures across all sites
6. Develop and manage capital expenditure plans for major facility improvements
7. Implement activity-based costing to accurately allocate FM expenses
8. Collaborate with procurement to optimize purchasing processes and achieve economies of scale

People Management

1. Lead, motivate, and develop a diverse team of 50-100 facilities management professionals
2. Implement a comprehensive performance management system
3. Conduct regular performance evaluations and provide constructive feedback
4. Identify training needs and implement tailored development programs
5. Ensure adequate staffing levels and lead recruitment efforts for key positions
6. Foster a culture of continuous improvement and innovation within the FM team
7. Implement succession planning for critical roles
8. Manage union relations and negotiations, if applicable

Service Optimization

1. Implement Lean and Six Sigma methodologies to optimize FM processes
2. Develop and track a comprehensive set of key performance indicators (KPIs) for all FM services
3. Utilize advanced analytics and data visualization tools to identify trends and improvement opportunities
4. Conduct regular benchmarking against industry standards and best practices
5. Implement new technologies such as IoT sensors, AI-driven predictive maintenance, and smart building systems
6. Develop and manage a continuous improvement program with regular kaizen events
7. Implement a knowledge management system to capture and share best practices across sites

Client Stakeholder Management

1. Act as the primary point of contact for C-level client stakeholders
2. Develop and maintain strong relationships with key decision-makers in client organizations
3. Regularly communicate with clients to understand their evolving needs and expectations
4. Provide strategic advice on facilities-related matters to client leadership
5. Present comprehensive performance reports and improvement plans to client stakeholders
6. Conduct quarterly business reviews with key clients
7. Develop and implement customer satisfaction surveys and act on feedback
8. Manage conflict resolution and escalations with high-profile stakeholders

Sustainability and Energy Management

1. Develop and implement a comprehensive sustainability strategy across all facilities
2. Set and achieve ambitious targets for energy reduction and waste management
3. Implement green building certifications (e.g., LEED, BREEAM) across the portfolio
4. Monitor and reduce energy consumption and carbon footprint using advanced energy management systems
5. Ensure compliance with environmental regulations and corporate sustainability goals
6. Implement circular economy principles in FM operations
7. Collaborate with local utilities to participate in demand response programs
8. Develop and manage a green procurement policy

Emergency and Business Continuity Planning

1. Develop, implement, and regularly update comprehensive emergency response and business continuity plans
2. Conduct regular risk assessments and implement mitigation strategies
3. Organize and lead crisis management teams
4. Conduct regular drills and training sessions for staff and occupants
5. Coordinate with local authorities, emergency services, and other relevant agencies
6. Implement and manage an emergency notification system
7. Develop and maintain a business impact analysis for critical facilities and services

Innovation and Technology Integration

1. Stay abreast of emerging technologies in the FM space
2. Evaluate and implement appropriate FM software solutions
3. Lead the digital transformation of FM operations
4. Implement Building Information Modeling (BIM) for facility management
5. Explore and implement AI and machine learning applications in FM
6. Develop a roadmap for smart building implementation across the portfolio

Health and Safety Management

1. Ensure compliance with all relevant health and safety regulations
2. Implement and maintain a comprehensive occupational health and safety management system
3. Conduct regular safety audits and risk assessments
4. Develop and deliver safety training programs for staff and contractors
5. Investigate incidents and implement corrective actions
6. Manage relationships with regulatory bodies and inspectors

Reporting and Communication

1. Develop and maintain a comprehensive reporting framework for all FM activities
2. Prepare and present regular reports to senior management and stakeholders
3. Develop and implement a communication strategy for FM initiatives
4. Represent the FM department in cross-functional meetings and projects
5. Contribute to corporate annual reports and sustainability reports

Qualifications

1. Master's degree in Facilities Management, Engineering, Business Administration, or related field
2. Minimum 12-15 years of experience in facilities management, with at least 8 years in a senior role
3. Proven experience managing multiple sites and large-scale operations in Germany
4. In-depth knowledge of German building codes, regulations, and FM best practices
5. Strong understanding of German labor laws and practices
6. Excellent leadership and team management skills, with experience leading large, diverse teams
7. Advanced financial acumen and experience managing large budgets (€10M+)
8. Proficiency in FM software (e.g., IBM TRIRIGA, SAP, Planon) and advanced MS Office skills
9. Fluency in German and English (both written and spoken), additional European languages a plus
10. GEFMA Certified Facility Manager, IFMA Certified Facility Manager (CFM), or equivalent professional certification required
11. Six Sigma Green Belt or Black Belt certification preferred
12. Project Management Professional (PMP) certification desirable

Key Competencies

1. Visionary leadership with the ability to inspire and motivate teams
2. Strategic thinking and problem-solving skills
3. Excellent communication and interpersonal skills, with the ability to influence at all levels
4. Strong negotiation and conflict resolution abilities
5. Adaptability and resilience in a fast-paced, ever-changing environment
6. Exceptional attention to detail combined with the ability to see the big picture
7. Customer-focused mindset with a commitment to service excellence
8. Analytical thinking and data-driven decision-making skills
9. Change management expertise
10. Innovation mindset with the ability to drive digital transformation
11. Strong ethical standards and commitment to sustainability

This comprehensive job specification outlines the extensive responsibilities, qualifications, and competencies required for a Senior Facilities Manager overseeing multiple locations in Germany. It emphasizes the strategic nature of the role, the breadth of technical and managerial skills required, and the importance of driving innovation and excellence in facilities management.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world.

Location:

On-site – Frankfurt am Main, DEU, Munich, DEU

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