Assistant Operations Manager

Jll; City of Westminster; On-site; GBP 40,000 - 60,000; Full time

Job summary

JLL is seeking an Assistant Operations Manager to support the Head of Operations and Technical Services Manager in delivering landlord operations at 20/22 Ropemaker Street to the highest standard. You will collaborate with the PAM team and site stakeholders to meet contractual requirements.

You will assist in facilities management, procurement, financials, and building safety/compliance while maintaining excellent customer service and a growth mindset in a dynamic environment.

Qualifications

• Senior stakeholder management skills and an ability to understand business ideas
• Clear and effective communicator (written & verbal)
• Organized and detail-oriented – able to juggle multiple tasks
• Driven to achieve results
• Growth mindset and adaptability to changing environments
• Client-facing experience in property or related industries

Responsibilities

• Assist the Head of Operations and Technical Services Manager in day-to-day facilities management including cleaning, front of house, security, engineering, and reception services
• Support delivery of client KPIs as identified in the PMA (Property Management Agreement)
• Assist in procurement of supplies/services using PAM program and framework agreements
• Maintain accurate site records and assist in financial management including invoices and purchase orders
• Promote outstanding customer service and professionalism within the department and with stakeholders
• Ensure on-site management aligns with PAM policies and procedures
• Assist in setting and controlling service charge budgets and variance reporting
• Support in obtaining building accreditations (WELL, BREEAM) in daily operations
• Monitor contractor performance against agreed standards and manage communications with occupiers and stakeholders

Job description

The Assistant Operations Manager will support the Head of Operations and Technical Services Manager in the delivery of all landlord operations at 20/22 Ropemaker to the highest possible standard, whilst collaborating effectively with the General Manager, Technical Services Manager, JLL Property & Asset Management and all other site teams to ensure the scope of the Property Management Agreement (PMA) is met. Team Structure The AOM will seek direction from the Head of Operations, taking guidance as appropriate and will work closely in a number of 'virtual teams' within PAM including: Client Relationship Directors (CRDs), Contract Directors (CDs), Management Services, Client Financial Services (CFS). What your day-to-day will look like: Facilities (property/portfolio) Management - Supporting the Head of Operations and Technical Services Manager to;

• Assisting the management of all daily operational requirements and initiatives including but not limited to Horizontal and Vertical Cleaning, Front of House, Security, Engineering Fabric delivery, vertical transportation systems and Reception services
• Ensure we are delivering client KPIs as identified within the agreed PMA (Property Management Agreement)
• Assist in the procurement of all supplies and services at the property in accordance with the JLLs PAM procurement program. This will include the use of accredited Contractors only, usually on the basis of framework agreements, and JLLs purchase ordering systems
• Establish and maintain proper site records in accordance with best practice rules
• Assist in the financial management of the property, including the preparation of invoices, and purchase orders
• Promote outstanding customer service and professionalism within the department and among stakeholders
• Ensure that on-site management of the properties is undertaken in accordance with JLLs polices, processes and procedures as defined on the PAM Process Hub site (Connect)
• Assist in the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practices
• Support and implement building accreditations such WELL and BREEAM in day-to-day operations
• Monitor contractor performance against agreed standards
• Ensure familiarity with the building's smart systems, ICT, and mechanical/electrical equipment
• Assist the building's 'Social Responsible Management' (H&S and environmental/sustainability) activities
• Assist in the implementation of minor works including ownership of the fabric maintenance contract
• Maintain, test and implement disaster planning procedures to cover all emergencies. To help organise and co-ordinate fire evacuation and bomb drills and other building-wide impacting events
• Assist in the development and maintenance of occupier handbooks
• Regularly help and liaise with occupiers as a point of contact for advice and guidance in connection with the day-to-day physical operation of the building (in support of the Head of Operations)
• Commercially astute
• Senior stakeholder management skills and an ability to understand business ideas
• Previous experience working for a company within the property industry or from a similar business line, with client facing experience
• Supportive in driving operational business change
• Clear and effective communicator (written & verbal) - capable of effectively conveying information and instructions to stakeholders, peers and team members
• Organized and detail-oriented - skilled at managing multiple tasks and ensuring accuracy and quality in work
• Driven to achieve results
• Someone who embraces a 'growth mindset'
• Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

Our people at JLL 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.